administrative assistant

executive assistant

office manager

administrative assistant (external agency staff) Jobs in New York

clearance administrator

officer of administration

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35+</li>
<li>Salary Range: $155,000 - $180,000</li>
</ul><div>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.</div>

Position Summary

Columbia University Irving Medical Center, Department of Medicine, Division of Pulmonary seeks an exceptional Advanced Practice Provider (APP), either an Acute Care Nurse Practitioner (ACNP) or Physician Assistant (PA), to join the Medical Intensive Care Unit (MICU). The APP will work under the direct supervision of ICU attending physicians and alongside ICU fellows to provide care for critically ill patients in an academic MICU setting, and potentially in an intermediate care unit and/or ventilator unit. Opportunities may also be available to teach students and participate in research initiatives.

Responsibilities
<ul>
<li>Obtain patient histories and perform physical examinations</li>
<li>Order and interpret laboratory, radiographic, and other diagnostic studies</li>
<li>Formulate diagnostic assessments and develop differential diagnoses</li>
<li>Initiate and manage treatment plans within scope of practice</li>
<li>Perform diagnostic, therapeutic, and laboratory procedures as trained</li>
<li>Initiate sub-specialty consultations or evaluations</li>
<li>Counsel and educate patients and families</li>
<li>Provide emergency care when a physician is unavailable, in accordance with MICU policies</li>
<li>Document all care rendered in the electronic medical record</li>
<li>Perform additional duties as assigned</li>
</ul>
Minimum Qualifications

For NPs
<ul>
<li>Master's degree or equivalent in education and experience, plus one to two years of experience</li>
<li>Current New York State NP (or proof of application) and RN licenses</li>
<li>Acute Care Board certification</li>
<li>Eligible for DEA license</li>
<li>BLS certification</li>
</ul>
For PAs:
<ul>
<li>Bachelor's degree in physician assistant studies or equivalent in education and experience, plus four years of experience</li>
<li>Master's degree can substitute in part for experience</li>
<li>Current New York State PA license (or proof of application)</li>
<li>NCCPA certification</li>
<li>Eligible for DEA license</li>
<li>BLS certification</li>
</ul>
Other Requirements
<ul>
<li>Medical clearance and participation in Medical Surveillance program required
<ul><li>Contact with patients and/or human research subjects</li>
<li>Potential bloodborne pathogen exposure</li>
<li>Wear N-95 respirator</li>
</ul></li><li>Successful completion of applicable compliance and systems training requirements</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Advanced Practice Provider (NP/PA) - PACC (MICU)

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Regular</li>
<li>End Date if Temporary:</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule:</li>
<li>Building:</li>
<li>Salary Range: $78,000 to $87,000 Annually</li>
</ul><div>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.</div> 
<div></div>

Position Summary

Columbia College Finance is responsible for the effective financial management of all aspects of the College, including overseeing tuition revenue, financial aid expenses, management of College endowed funds, and oversight of annual expenditures. The CC Finance office works collaboratively with all College units to ensure that budget parameters are met and College and University policies are followed.

The Associate Director is responsible for the administration of a wide range of financial activities for Columbia College including procurement services and expense tracking, operational support for the Columbia College Dean&rsquo;s Office, and analytic support to the Chief Finance and Administrative Officer. The incumbent reports to the Executive Director, Columbia College Finance and will also work under the direction of the Director, Strategic Financial Planning and Analysis. The incumbent will possess strong customer service skills and a proactive approach, keep abreast of the latest policies and procedures, and promote accountability of administrative and financial activities.

Responsibilities
<ul>
<li>Responsible for the accurate and prompt processing, verification, and coding of expenses for invoices, business expense reimbursements, check requests, travel advances, purchase order requisitions, purchasing card purchases, and wire transfers in the financial accounting system (ARC), from the time the invoice is received until the payment of the item is completed.
<ul><li>Review ARC for rejections, corrections, vendor maintenance, and voucher holds.</li>
<li>Monitor invoice and requisition aging in ARC to ensure prompt payment.</li>
<li>Resolve inquiries on payment status for internal and external constituencies.</li>
<li>Research and reconcile financial activity on a routine basis to ensure appropriate accounting and problem solves discrepancies.</li>
<li>Maintain record of financial transactions in accordance with University and College policies.</li>
</ul></li><li>At the direction of the Executive Director, responsible for approving requisitions, journal vouchers, expense reimbursements, and other financial accounting transactions.</li>
<li>Interpret and apply University and College financial policies, purchasing guidelines, and travel and business expense rules; ensure internal control procedures are followed.</li>
<li>Support the financial operations of the Dean&rsquo;s Office. Oversee financial transactions for the Dean&rsquo;s Office, including providing feedback on the budget availability and the appropriateness of transactions. Partner with the Executive Director of CCIT and the Assistant Director of Administrative Operations and Student and Family Liaison to manage the procurement of items to support College operations. Track the overall technology and plant budgets.</li>
<li>Provide analysis and decision support as needed to the CC Finance team using University systems, Excel and other tools, including AI. Leverage University systems to streamline reporting, and improve the efficiency of financial operations.</li>
<li>Contribute to College-wide finance initiatives and projects including but not limited to, updating documentation of financial procedures, communicating information about financial policies and processes, identifying ways to streamline processes, and provide training on University and College financial procedures.</li>
<li>Safeguard confidential information and ensure compliance with data governance expectations.</li>
<li>Recommend and implement process improvements that streamline workflows, reduce errors, and enhance transparency.</li>
<li>Perform other related duties as assigned.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor's degree and/or its equivalent.
</li>
<li>Minimum of three to five years of relevant financial or accounting experience required, with a preference for relevant experience in a higher education setting.
</li>
<li>Progressive experience in finance administration, procurement or expense management is critical.
</li>
<li>Excellent oral and written communication and interpersonal skills are necessary.
</li>
<li>Must be organized and task oriented with the ability to establish priorities and follow up on multiple issues in a time sensitive manner.
</li>
<li>Ability to work under pressure and without supervision and good independent judgment required.
</li>
<li>Have ability to exercise a high degree of diplomacy, discretion, firmness, and collaboration in dealing with individuals at all levels.
</li>
<li>Great discretion will be required as the incumbent will be dealing with confidential information.
</li>
<li>Excellent technical skills required including knowledge of Microsoft Office Suite, specifically strong Excel skills (for analysis, reporting and problem-solving).
</li>
<li>Must have, or be able to acquire quickly, a detailed knowledge of University policies, procedures, and systems.
</li>
</ul>Preferred Qualifications
<ul>
<li>Familiarity with higher education financial systems or other enterprise systems is a plus.
</li>
<li>Experience with data management tools and reporting software preferred.
</li>
</ul>Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Associate Director - Finance

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $75,000 Annual - $85,000 Annual</li>
</ul><div>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.</div> 
<div></div>

Position Summary

The Administrative Assistant II Provides administrative support to several busy MDs within Columbia Interventional Cardiovascular Care. Position requires discretion and independent judgment. Responsibilities include but not limited to managing calendars, scheduling and coordinating meetings, planning educational programs and special events.

Responsibilities
<ul>
<li>Manages travel and meeting calendars for several extremely busy clinicians. Independently coordinates all domestic and international travel related meetings and lectures.</li>
<li>Responsible for all travel and business reimbursements for out-of-pocket expenses.</li>
<li>Schedules and coordinates internal and external meetings.</li>
<li>Maintains and tracks travel invoices and bill for any honorarium.</li>
<li>Manages and sorts electronic and paper mail.</li>
<li>Maintains all licensure and appointment paperwork. Collects and tracks CME certificates and Board Certifications and renewal deadlines.</li>
<li>Acts as one of the on-site liaisons for CRF and all related education programs and meetings.</li>
<li>Assists in coordination of meeting agenda items.</li>
<li>Maintains strong communication skills with physicians, staff and patients.</li>
<li>Adheres to policies and procedures on department dress code.</li>
<li>Conforms to all applicable HIPAA, Billing Compliance, Identity Fraud and safety guidelines.</li>
<li>Performs general support duties and other related duties as assigned or requested.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor's degree or equivalent in education, training and experience, plus three years of experience in a clinical practice.
</li>
</ul>Preferred Qualifications
<ul>
<li>Five years of related experience preferred.</li>
</ul>
Other Requirements
<ul>
<li>Must have excellent customer service skills in a high-pressure environment.</li>
<li>Practical knowledge of applications including MS Office software (Microsoft word, excel and Outlook)</li>
<li>Must be able to interact with all levels of staff and must have an understanding of patient&rsquo;s confidentiality.</li>
<li>Must successfully complete applicable compliance and systems training requirements.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Assistant II - Cardiology

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Regular</li>
<li>End Date if Temporary:</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule: Mon - Fri (9am - 5pm)</li>
<li>Building: Columbia University Medical Center</li>
<li>Salary Range: $67,300- $80,000</li>
</ul><div>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.</div> 
<div></div>

Position Summary

The Billing Compliance Assistant is responsible for assisting in the monitoring of clinical documentation, CPT and ICD coding. This position initiates medical record review and recommends proper action.

Responsibilities
<ul>
<li>Assess clinical documentation supporting medical services to ensure accurate and compliant billing of reported services.</li>
<li>Review and monitor CPT and ICD coding for accuracy and compliance with applicable regulations and payer requirements.</li>
<li>Perform retrospective audits for established providers and prospective audits for newly onboarded providers to ensure appropriate documentation, coding accuracy, and billing compliance.</li>
<li>Assist with communicating and collaborating with clinical staff regarding documentation and coding requirements.</li>
<li>Assist in the development and delivery of educational sessions related to coding, documentation, and payer-specific billing requirements for physicians and billing personnel.</li>
<li>Prepare and maintain scheduled audits to ensure timely completion.</li>
<li>Respond to departmental inquiries via email regarding clinical documentation review and coding assistance.</li>
<li>Review and discuss results of pre-billing transaction reviews with the Billing Compliance Specialist and assist with the continued development and implementation of departmental compliance initiatives.</li>
<li>Preforms other related duties.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor's degree or equivalent in education and experience, plus three years of related experience.</li>
</ul>
Preferred Qualifications
<ul>
<li>Knowledge of CPT, ICD 10, and medical terminology.</li>
<li>Knowledge of computer program applications, EPIC billing system.</li>
</ul>
Other Requirements
<ul>
<li>2 years in Physician billing experience.</li>
<li>Certifications as a Certified Professional Coder.</li>
<li>Intermediate MS Office skills.</li>
<li>Demonstrates confidence and professionalism when communicating with clinical and administration staff.</li>
<li>Excellent verbal communication skills with the ability to clearly explain coding and documentation requirements.</li>
<li>Strong written communication skills for reporting, documentation review, and educational materials.</li>
<li>Ability to work independently while maintaining accuracy, attention to detail, and regulatory compliance.</li>
<li>Strong analytical and problem-solving skills related to coding, documentation, and billing practices.</li>
<li>Ability to work well with physicians, good organizational skills and ability to set priorities.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Billing Compliance Asst

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Regular</li>
<li>End Date if Temporary:</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule:</li>
<li>Building:</li>
<li>Salary Range: $66,300.00 - $80,000.00</li>
</ul><div>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.</div> 
<div></div>

Position Summary

The candidate should be highly motivated, interested in pediatric diseases, have excellent interpersonal skills and an interest in academic research. We are looking for someone who can establish good rapport with children, adults and families as well as the clinical, research, and administrative teams. We emphasize the importance of team unity as central to our success.

The candidate will report to the Principal Investigator (PI), Dr. Chiriboga, and the research supervisor and will be responsible for subject recruitment and the conduct of clinical studies. Additional responsibilities include maintaining compliance with existing policies and procedures at Columbia University, the IRB, and the CTSA, that relate to clinical research.

Responsibilities
<ul>
<li>Participation in pre-study, initiation, monitoring and close out visits</li>
<li>Submission of FDA IND studies and PI initiated research protocols to other regulatory institutions in US</li>
<li>Implementation of clinical trials from initiation, including assistance with the development of standard operating procedures and case report forms</li>
<li>Recruitment and coordination of the clinical trial participants covering informed consent, screening, and inclusion of the subjects adhering to safety and compliance issues.</li>
<li>Coordination and management of the clinical trial, communication with sponsor and monitors, visit coordination, sample acquisition and processing.</li>
<li>Reporting and documentation of protocol deviations and exemptions as well as development and implementation of corrective action plans for review by the Principal Investigator as needed</li>
<li>Data collection and management, collection of source documents, registration, and management of adverse events, filing and archiving, managing monitoring visits and managing queries.</li>
<li>Close-out of the clinical trial, contributing to manuscripts, audit preparation, trial completion, and communication with authorities. Other responsibilities include assisting with the final study report and completing financial obligations.</li>
<li>Other duties assigned as needed by the division.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor's degree or equivalent in education and experience, plus three years of related experience</li>
</ul>
Other Requirements
<ul>
<li>This is an on-site position</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Clinical Research Coordinator II

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $240,000 - $268,000</li>
</ul><div>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.</div>

Position Summary

The Chief Financial Officer (CFO) reports directly to the Dean of the Columbia Climate School (CCS) and provides strategic and operational leadership over all financial functions. This role is responsible for ensuring the School&rsquo;s economic health, compliance, and long-term sustainability, while supporting its academic, research, and impact priorities. 
 
The CFO oversees all aspects of budgeting, forecasting, financial reporting, controls, contract execution, and compliance with University and external regulations. The CFO partners closely with the Climate School&rsquo;s centers, institutes, and Lamont-Doherty Earth Observatory (LDEO), and serves as the primary advisor to the Dean on financial matters. This role is crucial in driving financial strategy, aligning resources with institutional priorities, and ensuring transparency and accountability across all units.

Responsibilities

Financial Strategy and Leadership
<ul>
<li>Serve as principal financial advisor to the Dean and leadership team.</li>
<li>Lead and manage the Climate School Budget and Finance Office.</li>
<li>Oversee the development and maintenance of: 
<ul><li>Annual operating budget</li><li>Five-Year Cash Forecast</li><li>Five-Year Capital Budget</li></ul></li>
<li>Forecast financial trends and conduct scenario planning to inform strategic decision-making.</li>
<li>Develop internal financial reports and dashboards for senior management.</li>
<li>Design strategies for cost-efficiency, synergy, and improved financial management.</li>
</ul>
Cross-School Coordination and Partnership
<ul>
<li>Collaborate with Lamont, centers, institutes, and units on financial planning, analyses, and reconciliation.</li>
<li>Attend routine finance and status meetings across units to monitor performance and address emerging issues.</li>
<li>Coordinate the preparation and monitoring of unit-level budgets and ensure alignment with School-wide financial goals.</li>
<li>Issue regular financial and operational reports that include variance analysis, explanations, and corrective action plans.</li>
<li>Manage dotted line reports from/to units with financial responsibilities.</li>
</ul>
Research Team and Development Unit Support
<ul>
<li>Work in partnership with the Office of Research to ensure compliance with grant budgeting policies, cost recovery, and research financial management practices.</li>
<li>Collaborate with the Office of Development to support philanthropic budgeting and financial stewardship practices.</li>
<li>Maintain financial schedules for faculty commitments and hiring.</li>
</ul>
Operations, Compliance, and Contract Oversight
<ul>
<li>Ensure adherence to University policies, internal controls, and applicable laws and regulations.</li>
<li>Manage financial contracts in coordination with relevant units and offices.</li>
<li>Support business process improvement and policy development across financial functions.</li>
</ul>
Staff Management and Capacity Building
<ul>
<li>Hire, develop, and mentor a high-performing finance team.</li>
<li>Design and implement strategies for the team that foster inclusion, connection, and engagement.</li>
<li>Conduct performance appraisals, recommend promotions, and build team capacity aligned with School priorities.</li>
<li>Serve as an educator and resource to staff, faculty, and researchers on financial matters.</li>
<li>Foster a culture of financial accountability and continuous improvement.</li>
</ul>
Other Duties
<ul>
<li>Other related responsibilities as assigned by the Dean.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s degree required; preferably in business, finance, accounting, or a related field.</li>
<li>Minimum of 10 years of finance experience in a complex organization.</li>
<li>Demonstrated leadership and team management experience.</li>
<li>Deep knowledge of financial concepts, budgeting, fund accounting, and financial information systems.</li>
</ul>
Preferred Qualifications
<ul>
<li>A master&rsquo;s degree (e.g., MBA, MPA, MS in Finance) is highly desirable.</li>
<li>Experience working within an academic, research, or mission-driven financial setting.</li>
</ul>
Other Requirements
<ul>
<li>Conduct quantitative, financial, and variance analyses as well as financial modeling.</li>
<li>Demonstrate attention to detail with excellent spreadsheet and analytical capabilities.</li>
<li>Use financial systems software proficiently; familiarity with AI tools for forecasting, automation, and analytics to enhance operational efficiency is a plus.</li>
<li>Communicate complex financial information clearly to non-financial stakeholders, including faculty and institutional leaders.</li>
<li>Lead, mentor, and manage teams effectively.</li>
<li>Exhibit intellectual curiosity and a proactive, solutions-oriented mindset.</li>
<li>Balance autonomous decision-making with collaborative engagement.</li>
<li>Manage multiple priorities and meet deadlines in a fast-paced environment.</li>
<li>Design and implement financial procedures, workflows, and reporting tools for senior management.</li>
<li>Deliver high-quality, customer-focused service with a commitment to excellence.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Chief Financial Officer

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $66,300 - $75,000</li>
</ul><div>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.</div>

Position Summary

The Division of General Medicine/Hospitalist Program seeks a highly motivated and detail-oriented Administrative Coordinator to provide comprehensive administrative support fully onsite at the Columbia University Medical Center. Reporting jointly to the Divisional Administrator and the Medical Director of the Hospitalist Program, this role supports both leaders and the broader Hospitalist office team.

The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities simultaneously, and a proactive approach to problem-solving. This position plays a key role in ensuring the smooth operation of the Hospitalist Program, including managing calendars, coordinating meetings, maintaining office systems, and supporting recruitment and scheduling efforts.

The Administrative Coordinator will also be a member of the division&rsquo;s core administrative team, collaborating with colleagues in People &amp; Culture, IT, and Procurement to support division-wide initiatives such as events and communications.

Responsibilities
<ul>
<li>Serve as the primary liaison between the divisional administrative team and the Hospitalist group.</li>
<li>Provide administrative support to over 35 physicians and 75 physician assistants at Milstein Hospital.</li>
<li>Manage physician scheduling, maintain the Medical Director&rsquo;s calendar, coordinate meetings, and support working groups and social events.</li>
<li>Facilitate recruitment efforts, including preparing interview itineraries and escorting candidates.</li>
<li>Oversee the Hospital Medicine administrative office, including responding to external inquiries, submitting facilities requests, and maintaining office supplies and organization.</li>
<li>Administer the Hospitalist moonlighting program, including scheduling and monthly payroll submissions.</li>
<li>Support clinical appointment and reappointment processes in collaboration with the Manager of People &amp; Culture.</li>
<li>Track professional practice evaluations, expirables, compliance documentation, and Medicaid recertifications.</li>
<li>Participate in weekly core administrative team meetings and assist with division-wide events such as grand rounds, retreats, and holiday gatherings.</li>
<li>Perform additional duties as assigned by the Divisional Administrator and Medical Director.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s degree or equivalent combination of education and experience.</li>
<li>Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).</li>
<li>Ability to handle sensitive and confidential information with discretion.</li>
<li>Strong attention to detail and excellent organizational skills.</li>
</ul>
Preferred Qualifications
<ul>
<li>At least two years of relevant administrative experience.</li>
<li>Experience with EPIC and Amion (or similar scheduling systems).</li>
<li>Ability to quickly learn new platforms (e.g., Columbia website CMS, Symplr, ARC, Interfolio).</li>
<li>Interest or experience in scheduling, website maintenance, and billing processes.</li>
</ul>
Other Requirements
<ul>
<li>Successful completion of applicable compliance and systems training requirements.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Coordinator - General Medicine

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