Columbia University Irving Medical Center · 1 day ago
Admin Coord, Communications
New York, NY
Full-time
Onsite
Mid Level
$78K/yr - $90K/yr
3+ years expColumbia University Irving Medical Center is seeking an Administrative Coordinator for Communications to provide operational support to the Chief Communications Officer and senior leadership team. This role involves managing calendars, coordinating meetings, and ensuring smooth office operations while collaborating with various departments within the university.
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Responsibilities
Staff meeting liaison to the CCO: plan agendas, coordinate speakers, prepare materials, capture and circulate notes/action items
Executive scheduling & calendar management: orchestrate Zoom/in‑person meetings and maintain daily calendars for the CCO and senior staff; anticipate priorities and resolve conflicts
Correspondence & communications: draft/send routine correspondence (candidate emails, memos, staff announcements) and maintain distribution lists
Facilities & operations liaison: triage/track outages, repairs, fire drills, and office moves in partnership with CUIMC Facilities and IT
Finance administration: manage P‑Card transactions, monitor office budgets, and process invoices and travel/business reimbursements in partnership with Finance
Procurement & vendor management: process ARC transactions, coordinate new vendor creation, and assist with SOWs and writer/freelancer agreements
HR administration: manage TLAM time‑off accruals and year‑end reporting; support job postings, candidate records, and interview coordination in the HR system
Events & travel coordination: arrange conferences/workshops and travel for senior staff; coordinate on‑campus events and catering with the Faculty Club
Space & reservations: book rooms for video shoots and meetings via 25Live; ensure AV readiness and logistics for Media Relations and Communications
Systems & subscriptions stewardship: subscribe/renew and maintain access to office online resources (e.g., Crain’s Health Pulse, NYT, communications/web and medical tools)
Office operations: order/maintain supplies and coordinate purchase/installation of office equipment (copiers, computers, furniture)
Project management support: track milestones, owners, and deliverables for department special initiatives
Qualification
Required
Bachelor's degree or equivalent in education and experience plus three years of experience
At least three (3) years of related administrative experience supporting senior leaders in a fast‑paced office
Demonstrated proficiency with calendar management, meeting logistics, and executive support
Strong written and verbal communication; ability to compose clear correspondence and meeting materials
Excellent organization and attention to detail; proven ability to prioritize and meet deadlines
High level of discretion and professionalism with confidential information
Preferred
Proficiency with MS Office/Google Workspace and Zoom; ability to learn University systems
Experience in higher education, academic medicine, healthcare, or communications/marketing environments
Familiarity with Columbia/ CUIMC systems and processes (ARC, TLAM, 25Live, TalentLink/HRIS)
Experience preparing SOWs and vendor agreements; understanding of procurement workflow
Basic knowledge of budget monitoring/reporting
Experience coordinating video shoots or AV‑rich meetings
Project coordination certification or training (e.g., CAPM or equivalent) a plus
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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