Administrative Assistant – CCTI

Job Description

Job Type: Officer of Administration
Bargaining Unit:
Regular/Temporary: Regular
End Date if Temporary:
Hours Per Week: 35
Salary Range: $58,500 – $70,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Under the direction and supervision of the Chief of Staff, the Administrative Assistant will support the Director and Chief of Staff of the Columbia Center for Translational Immunology. Provides comprehensive administrative services and routine duties of a responsible and discretionary nature.

Responsibilities

Collaborate with the Executive Assistant to process day-to-day activities and tasks of the Director.
Meet regularly with Director, Chief of Staff (CoS) and Executive Assistant concerning daily assignments and progress on requests,
Prioritize own work for the day and the week based on the needs of the Director.
Ensures that the Director is informed regarding deadlines, appointments, project progress, etc.
Generate and proof-read academic correspondence; prepare and distribute academic manuscripts, emails, letters and forms of reference and reports on behalf of and for the Director, which are often of a sensitive/confidential nature.
Responsible for the management and organization of Director’s files and correspondence, including sensitive/confidential data
Maintain appropriate file copies and organization of Director’s correspond.
Create, maintain and update records and submissions, spreadsheets and databases including contact lists of lab members by PI.
Coordinate technical communications for all meetings/phone calls ahead of schedule.
Communicate reminders for standing meetings and maintain recipient lists.
Track lab candidates (post docs, students, etc) and correspond accordingly.
Coordinate meetings, interviews, visitors, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation/lodging.
Provide cross-cover for other staff members for breaks, lunches, vacations, etc. and during variations in workflow.
Provide support to CCTI PIs and lab members as time permits.
Perform special projects for Director and CoS and other duties as assigned.
Performs general support duties and other related duties as assigned or requested.

Minimum Qualifications

Bachelor’s degree or equivalent in education, training and experience, plus two years of related experience
Proficiency in electronic communication, including use of Zoom and similar technology
Expert command of English language, including medical and scientific terminology
Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures
Effective analytical skills with ability to make decisions quickly and independently
Excellent interpersonal communications skills with ability to interact effectively with all levels of personnel
Consistent, positive demeanor in managing stressful communications
Ability to take initiative and problem solve, as well as seek guidance and accept direction

Preferred Qualifications

Advanced degree in English

Other Requirements

Successful completion of applicable compliance and systems training requirements

Equal Opportunity Employer / Disability / Veteran

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