administrative assistant (external agency staff)

executive assistant

administrative assistant Jobs in New York

administrative assistant

office manager

executive administrative assistant Jobs in New York

executive administrative assistant

administrative assistant (external agency staff) Jobs in New York

officer of administration

Columbia University

<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: 70,000-78,000</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 Financial Coordinator is responsible for the completion of daily procurement activities and the coordination of a variety of financial transactions within the department of Psychiatry&rsquo;s Central Business Office. The incumbent will work as a member of the Finance Team to process and reconcile financial transactions and complete a variety of other financial functions as needed.

Responsibilities
<ul>
<li>Compile and process all financial paperwork in the financial system daily: process cash deposits,

gift transmittals, vouchers, invoices, create purchase requisitions and contract requests.
</li>
<li>Process supply orders for business office and various divisions within Psychiatry. Make purchases

with p-card and corporate card and reconcile transactions while keeping in mind university

regulations and policies.
</li>
<li>Assist with departmental quarterly and yearly fiscal year close preparation.
</li>
<li>Respond to customer/vendor billing inquiries and other requests. Reconcile vendor payments, create and

modify vendor profiles and make sure vendors are set up properly in the university system.
</li>
<li>Act as the initial reviewer for departmental employee reimbursements and train payees as needed

on the reimbursement system.
</li>
<li>Assist and/or train division staff as needed. Assist Procurement Manager with related tasks,

reporting and deadlines.
</li>
<li>Perform related duties and responsibilities as assigned/requested.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor's degree or equivalent in education, training and experience.</li>
<li>Experience working with ERP or procurement systems (e.g., PeopleSoft, SAP, Workday, Oracle, Jaggaer); strong proficiency in Microsoft Excel (data analysis, tracking, reporting) and other MS Office applications.</li>
<li>Excellent written and verbal communication skills, with the ability to work collaboratively with clinicians, researchers, faculty, and vendors.</li>
<li>High attention to detail and strong organizational and problem-solving skills.</li>
<li>Physical ability to accomplish work. Ex: Ability to lift up to 25lbs.</li>
</ul>
Preferred Qualifications
<ul>
<li>Procurement, purchasing, or supply chain experience, preferably in a healthcare, academic, or research environment.</li>
<li>Knowledge of vendor management, contract administration, and competitive bidding/RFP processes.</li>
<li>Experience with grant-funded or sponsored research purchasing and related compliance requirements.</li>
</ul>
Other Requirements
<ul>
<li>Successful completion of all systems training.</li>
<li>Successful completion of HIPAA training and consistent HIPAA compliance.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

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

Financial Coordinator

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Temporary</li>
<li>End Date if Temporary: 6/30/2027</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule:</li>
<li>Building:</li>
<li>Salary Range: $64,350 - $66,524</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 Columbia Center on Sustainable Investment (CCSI) is hiring a Program Associate to provide operational and research support with respect to our broad portfolios of work concerning sustainable investment in land, agriculture, mineral value chains and food systems; climate finance; and transition planning, among others. Ideal candidates will have recently received their undergraduate degree, or will be graduating in Summer 2026, and will envision staying in the position for one year with a possible extension.

CCSI is an applied research center at the Columbia Law and Climate Schools. We seek to develop policies and practices that shape public and private investments to advance, rather than undermine, sustainable development and human rights.

Responsibilities
<ul>
<li>Conduct background research in preparation for projects, meetings, and events. This includes staying abreast of global current events related to sustainable investment.
</li>
<li>Compose, organize, and edit text on behalf of CCSI&rsquo;s Director and staff as needed.
</li>
<li>Plan and oversee the logistics for high-level meetings and events.
</li>
<li>Manage the communications process for select projects and initiatives, coordinating across communications with personnel and researchers.
</li>
<li>Serve as primary liaison with collaborators on CCSI projects.
</li>
<li>Provide administrative support for research and project management.
</li>
<li>Additional assignments as deemed appropriate by CCSI&rsquo;s Director or staff.
</li>
</ul>Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s degree.</li>
<li>Ability to work under pressure on competing responsibilities with resilience, discretion, and diplomacy.</li>
<li>Capable of working on projects independently as well as working well as part of a team.</li>
<li>Excellent communication, interpersonal and writing skills.</li>
<li>Ability to exercise discretion and handle confidential information.</li>
<li>Accuracy, strong organizational skills and attention to detail.</li>
</ul>
Preferred Qualifications
<ul>
<li>Related experience through internships and coursework.
</li>
<li>Strong preference given to those in their final academic semester of a bachelor's degree program or those who have graduated in the past year.
</li>
</ul>Equal Opportunity Employer / Disability / Veteran

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

Program Associate

<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>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

<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: $90,000 - $110,000</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

Reporting directly to the Director of Clinical Operations, the Clinical Coordinator II - Registered Nurse II, assists physicians with patient care, health education/promotion, electronic medical record (EMR) chart management, coordination of patient care and clinical protocols as needed in the Department of Neurological Surgery at Columbia University Medical Center.

Responsibilities
<ul>
<li>Assesses and collects data related to patient health status an inputs this medical information into the EMR as instructed by the physician.</li>
<li>Works with the care team to develop the plan and care across the continuum (e.g. inpatient, outpatient, home, skilled nursing facility, schools) which includes assisting with medication managmeent (e.g. medication renewals) inclusive of medical prior authorizations as needed. Administer immunications and medications..</li>
<li>Under limited supervision, executes nursing interventions by collaborating with the care team and following standards of care establisehd by the unit/department.</li>
<li>Supports on-going clincal functions of the service to provide compassionate patient-centered care.</li>
<li>Handle telephone, My Chart and in-person triage (for symptom management) as well as patient education.</li>
<li>Assists with management of urgent and emergent patient situations in conjunction with care team leadership.</li>
<li>Coordinates multidisciplinary health care services and arranges diagnostic tests (i.e. lab, x-ray) as ordered by physicians and performs diagnostic testing, therapeutic, and interventional procedures as needed under physician supervision.</li>
<li>Reviews and act on test results (lab, x-ray).</li>
<li>Reviews and manages communications from internal and external &ldquo;customers&rdquo; inclusive of inbasket messages, updating immunizations, updating health maintenance items.</li>
<li>Ensures infection control compliance with in the practice.</li>
<li>Addresses appropriate measures to provide patient and family satisfaction.</li>
<li>May float to other clinics on as needed for operations need.</li>
<li>May precept new clinical staff including Medical Assistants, LPNs and more junior nurses.</li>
<li>Perform other related duties and responsibilities as assigned/requested.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor's degree in Nursing or equivalent in education and experience, plus 2-4 years of related experience.</li>
<li>BLS certified.</li>
<li>Current New York State RN license.</li>
</ul>
Other Requirements
<ul>
<li>Ability to work indoors in an environmentally-controlled environment with a degree of dust, noise, odors, etc., without undue discomfort.</li>
<li>Ability to perform sedentary work that primarily involves sitting or standing for long periods of time.</li>
<li>Travel between clinical sites may be required depending on need.</li>
<li>Duties performed routinely require exposure to blood, bodily fluid, and tissue. Incumbent in expected to perform and/or/assist in emergency care and/or first aid as needed.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

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

Clinical Coordinator II - RN

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