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Administrative Assistant
Columbia University in New York City, New York
Date Posted 12/15/2020
Admin-Secretary and Administrative Assistants
Employment Type
Application Deadline Open until filled

  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range:

Position Summary

The Department of Pediatrics is seeking an Administrative Assistant to join our team in a full time position within the Division of Molecular Genetics and the research programs of the Naomi Berrie Diabetes Center. Columbia University Medical Center’s Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside. We also have several active Clinical trials available to our patients.


  • Assist the Division Administrator in processing human resource requisitions and in screening and interviewing applicants for employment. 
  • Prepare job postings for new and replacement positions.
  • Assist in the hiring and termination process of employees, and promotions of research staff.
  • Help in processing visa applications for international scholars and students.
  • Initiate annual renewal of postdoctoral appointments. 
  • Assist in onboarding new employees and students, including postdoctoral scientists, research scientists, and faculty.
  • Enroll summer research trainees in an NIH funded medical student short term training grant. 
  • Coordinate with Departmental HR team and Immigration Affairs in vetting academic and professional appointments, credentialing, appointment renewals, and visa applications. 
  • Act as a liaison between employees, international scholars and students and other Columbia offices, including CUMC IT, the International Students and Scholars Office, and Benefits offices.
  • Provide guidance and assistance to staff relating to University policies and procedures, benefits and personal matters. 
  • Assist with scientific research grant application submissions.
  • Provide general administrative support for grants management including maintaining up-to-date biosketches and other support materials for investigators.
  • Ensure compliance with all CUIMC regulatory requirements including RASCAL, lab and safety courses and JCAHO requirements.
  • Perform other special projects and assignments as needed.

Minimum Qualifications

  • Requires a Bachelor’s degree or equivalent in education and experience required plus, two years of related experience.

Preferred Qualifications

  • Experience in human resources management preferred.
  • Direct experience related to duties and responsibilities preferred.

Other Requirements

  • Must demonstrate excellent oral/written communication skills with internal and external contacts at all levels.
  • Strong interpersonal, organizational, customer service skills required.
  • Well-developed level of discretion and confidentiality.
  • Capable of working independently and as a team member.
  • Ability to maintain a high-quality work product, be detail oriented, take initiative, effectively multi-task, be flexible, and initiate and follow through on projects.
  • Ability to prioritize tasks to meet deadlines.
  • Demonstrates a professional attitude to all levels of leadership, staff and the community.
  • Knowledge of Microsoft Outlook, Word, PowerPoint, and Excel. 

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

*Please mention academicjobs.net to employers when applying for this job*
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