Columbia University Irving Medical Center · 1 day ago
Administrative Manager
New York, NY
Full-time
Onsite
Mid, Senior Level
$80K/yr - $105K/yr
4+ years expColumbia University Irving Medical Center is seeking an Administrative Manager to provide personalized and confidential administrative support within the Department. The role involves managing day-to-day operations, coordinating schedules, and ensuring efficient communication between various stakeholders in clinical care, research, and education.
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Responsibilities
Oversee and manage the day – to day operations for the Executive offices, for the Department
Providing management / executive-level support for the Departmental Administrator and the Chairman
Resolving problems independently, relieving the Departmental Administrator and the Chairman of matters of detail, drafts, and initiating correspondence
Coordinating and assisting in gathering resource information for meetings and presentations and prepare reports and presentation materials
Managing the Departmental Administrator's and the Chairman's calendars, using sound judgment in determining priorities and overseeing all engagements and extensive travel schedule
Screening all incoming calls, mail and visitors; handling or redirecting contacts and communications not requiring the immediate and personal attention of the administrators
Acting as liaison between the administrative office and other departments within the hospital/university and other institutions
Maintaining personal and confidential files
Preparing financial expenditure reports and monitoring for timely processing
Taking and transcribing dictation, signing routine administrative correspondence and performing other duties with discretion
Scheduling meetings, conferences and appointments, advising attending parties of subject matter and providing required material
Scheduling departmental conference rooms
Ensures the conference rooms are returned to their original state when utilized by external staff
Organizing departmental conferences and events
In collaboration with the Clinical Operations staff, coordinates Chairman's patient schedules
Coordinates receipt of medical records and review by the Chairman prior to approval of new patient appointments
In collaboration with Clinical staff management team, oversee Physician time off request tracking, also develop & publish and on call schedules in Q-genda
Track provider, CME Activities, licensure (multiple states) and board certification(s), facilitate new and renewal licensure and any similar applications (i.e., DEA, ABPN, UCNS) to avoid lapse
Maintain and update Departmental Listservs
Investigating and obtaining explanations of problematic situations and discrepancies, maintaining follow up on important projects and assignments
Overseeing and maintaining purchasing for administrative office (e.g. office supplies, beverages, food supplies) ensuring adequate supplies
Overseeing and maintaining executive office facilities working with EVS, Engineering & facilities to submit work orders and follow up on open and pending work orders
Working with faculty, and staff to provide information as needed
Perform general administrative functions, and related duties and responsibilities as assigned/requested
Qualification
Required
Bachelor's degree or equivalent in education, training, and experience, plus at least 4 years of related experience
Excellent communication skills, both written and verbal, strong communication skills with attention to detail and ability to handle confidential information with excellent judgment and discretion- is a requirement
Demonstrated success in establishing and managing office operations and managing multiple priorities when needed
Excellent organizational skills, a proficiency in Microsoft word, excel, power point, corporate time and various computer applications
Ability to work in a fast-paced environment
Preferred
A master's degree in any field is preferred
Five years in an academic medical center setting directly involved in the administration of special projects or related areas
Prior experiences demonstrate the ability to independently set priorities, meet deadlines, plan and execute projects
The successful candidate will be detail-oriented and motivated
Must be a proficient user of the MS office Suite
Company
Columbia University Irving Medical Center
Columbia University Irving Medical Center is a clinical and educational enterprise that offers medical, dental, and nursing services. It is a sub-organization of Columbia University.
10001+ employees
H1B Sponsorship
Columbia University Irving Medical Center has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (433)
2024 (353)
2023 (333)
2022 (370)
2021 (283)
2020 (221)
Funding
Current Stage
Late StageLeadership Team
D
Donna Lynne
Senior Vice President and COO
Recent News
2025-10-17
2025-10-06
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