Administrative Assistant II - The Trustees of Columbia University in the City of New York

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $75,000 - $85,000

Position Summary

The Administrative Assistant II provides day-to-day administrative support for the Columbia Initiative in Cell Engineering and Therapy (CICET).

The Administrative Assistant II performs a variety of program management duties in a fast-paced environment, which requires a range of knowledge and skills in organizational procedures and program-specific policies. The Assistant will support the CICET leadership by executing program tasks, facilitating efficient communication, and serving as a liaison with CICET and various Columbia and external partners.

To be successful in this role, the Administrative Assistant II should bring strong critical thinking, organization, and an ability to navigate sensitive information with discretion.

Responsibilities

• Oversees and directs day-to-day office activities, identifying and implementing improvements to increase administrative efficiency.
• Responsible for efficient management and coordination of complex calendars and scheduling for events.
• Coordinates activities on behalf of CICET faculty and staff such as group meetings, conferences, and symposium including but not limited to corresponding room reservations, confirming event attendees, catering requests, and audio/ visual preparation.
• Makes travel arrangements, submits reimbursement requests, and creates detailed itineraries for CICET leadership as well as faculty recruitment.
• Organizes departmental-specific administrative activities, such as academic appointments, and coaches stakeholders on protocols.
• Supports CICET leadership on various strategic planning initiatives including research, data analysis, and the preparation of comprehensive reports, presentations, and proposals.
• Prioritizes and handles matters of significance to support efficient office operations.
• Ensures proper procedures in place to welcome in-person visitors and manages office correspondence in a timely and efficient manner.
• Answers and screens telephone calls and written communications received by the office, including but not limited to appropriate forwarding and ensuring timely responses, prioritizing most critical matters requiring attention.
• Maintains discretion and confidentiality when handling sensitive documents and materials for meetings. Proactively coordinates logistics for meetings including room set up, meeting packets including agendas, presentations, reports etc.
• Ensures proper documentation, coding, and approvals on all office purchases, invoices, and reimbursement requests. Submits purchase requests and reconciles P-card statements in compliance with financial policies and procedures. Analyzes budget expenditures, tracks invoices, and monitors finances.
• Initiates purchasing orders as needed, process submission of vendor ID requests in the purchasing system, and follow-up on completion. Anticipates needs and maintains office supplies, manages invoices and expenses.
• Serves as first point of contact for the office and administrative liaison for partner CUIMC offices and external organizations.
• Provides reliable and accurate recordkeeping in relevant systems and internal trackers.

Minimum Qualifications

• Bachelor's degree or equivalent in training and experience.
• Strong customer service orientation, with a professional and welcoming demeanor when interacting with visitors, students, staff, and faculty. Excellent interpersonal, written/oral communication, and organizational skills are required.
• Strong attention to detail and commitment to accuracy, particularly managing documentation, data entry, and records.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Project support skills: organization, technical execution, attention to detail, and stakeholder communication.
• Knowledge of accounting systems, computerized operations and grant administration may be required.
• Proficiency with Microsoft Suite such as Word, Excel, Outlook and PowerPoint, as well as experience with calendar management, scheduling tools, and Concur.

Preferred Qualifications

• At least three years of experience working in an academic medical center / health care system.

Other Requirements

• Successful completion of applicable compliance and systems training requirements.