Administrative Coordinator I

Regular, full-time position (35 hours per week).

About the role

The Department of Pediatrics is seeking an Administrative Coordinator I to join the division of Nephrology at the Vagelos College of Physicians & Surgeons of Columbia University. The department is a world leader in pediatric healthcare, education, and research, committed to innovation and excellence in clinical medicine, education, research, community health, global health, and faculty/staff development.

Responsibilities

• Administrative Tasks
  • Assist with the Division Chief's daily calendar.
  • Coordinate, schedule, and prepare materials for the Chief and Division meetings, including recruitment and monthly faculty/divisional meetings.
  • Liaise with catering for on- and off-site meetings.
  • Coordinate out-of-office calendars for attendings and staff.
  • Submit and follow up on Sentact requests for 3 locations (PH 17, P&S 9, and CHN 1115).
  • Troubleshoot, submit, and follow up on all IT-related issues for all 3 Nephrology offices.
  • Oversee inventory and purchasing to ensure adequate supplies.
  • Coordinate collection and review of faculty and staff timesheets.
  • Coordinate physician credentialing; maintain all physician files/compliance regarding continuing education, annual health assessment, appointments, and reappointments.
  • Prepare supporting documents for academic appointment packets; assist with visa preparation and extensions, and verification of status letters upon request.
  • Maintain all faculty and staff personnel files as needed.
• Financial Responsibilities
  • Process payments, invoices, CONCUR Travel/Business Expense Reports, and purchase orders, including lab purchases.
  • Follow through with the purchasing process in collaboration with the department's Procurement Office.
  • Review and reconcile the Division Purchasing Card transactions; troubleshoot as necessary.
• Fellowship Tasks
  • Work closely with the Fellowship Program Director.
  • Respond to inquiries about the fellowship program and advise potential applicants about application procedures and programmatic elements.
  • Manage the application and evaluation databases.
  • Schedule candidate interviews; process fellowship appointments and reappointments; program audits and recertification applications; process temporary appointments for visiting fellows; maintain fellow files, ERAS, and Medhub system.
  • With the Program Director, create the Fellows on Call schedule.
  • Coordinate fellowship meetings and events.
• Clinical Practice Related Tasks
  • Create the faculty On Call schedule.
  • Provide daily backup for Practice Office Staff and cover when staff is on vacation.
  • Serve as an Epic Super User: troubleshoot Clinical Systems issues, build provider templates, ensure review and completion of work queues and inbaskets by clinical staff.
  • Backup for scheduling appointments, pre-certifying patient visits and procedures, answering and triaging calls.
• Other duties as assigned.

Requirements

• Bachelor’s degree or equivalent in education and experience required.
• Three years of related experience.

Preferred Qualifications

• Excellent verbal and written communication skills.
• Very organized.

Pay

Salary range: $70,000 – $75,000. 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.

Benefits

• Immediate eligibility for comprehensive Health and Welfare benefits.
• Employee Assistance Programs.
• Tuition Programs.
• Retirement Benefits.