Administrative Assistant I

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $58,500 - $65,000

Position Summary

The Department of Medicine Residency Program is actively seeking an Administrative Assistant to serve as the key point person for the Department of Medicine's House Staff Office, currently overseeing more than 140 internal medicine residents. In this pivotal role, the Administrative Assistant will play a crucial part in the day-to-day operations of the office, including call screening and triage. Collaborating closely with the Program Administrator, they will engage in various residency program activities such as orientation, commencement, retreats, and other dedicated events. Additionally, the Administrative Assistant will provide vital administrative support to the Program Director, Associate Program Directors, and Chief Residents, undertaking additional duties and responsibilities as assigned or requested.

The successful applicant must possess strong multitasking abilities and thrive in a dynamic, high-energy environment as part of a cohesive and welcoming team.

Responsibilities

• Collect and process credentialing forms for submission to the Graduate Medical Education Office.
• Update various office databases, including alumni and resident profiles.
• Assist in managing audio/visual requirements and catering for meetings, conferences, and events.
• Ensure the general maintenance of residency program areas and resources, including ordering office supplies and equipment through Columbia University Medical Center's purchasing system.
• Coordinate and assist with educational activities, including daily conferences.
• Manage the scheduling and logistics of conference rooms, oversee the receipt and setup of food deliveries for conferences and units.
• Assist residents in preparing travel and business expense reports using Columbia's Concur system.
• Manage materials for specialty-specific trainee exams and assist in proctoring exams.
• Provide assistance during the residency recruitment season.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education, training and experience
• Must be proficient in computer programs such as Word, Excel, PowerPoint
• Highly organized with ability to manage multiple priorities in a fast-paced environment
• Excellent organizational skills with attention to detail
• Strong interpersonal and communication skills

Preferred Qualifications

• Knowledge of ERAS, Medhub, Concur

Other Requirements

• Successful completion of applicable compliance and systems training requirements