• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Mon - Fri (9am - 5pm)
• Building: Columbia University Medical Center
• Salary Range: $70,300.00 - $109,100.00

Position Summary

Reporting to the Chairman of the Department of Surgery, the Executive Assistant provides high-level, confidential administrative support with professionalism, discretion, and sound independent judgment. This role serves as a key liaison between the Chairman and a wide range of internal and external stakeholders, including senior leadership, faculty, hospital administration, government agencies, corporations, and academic collaborators. The Executive Assistant plays a critical role in ensuring the efficient operation of the Chairman?s office and in supporting the strategic, academic, and operational priorities of the Department.

Responsibilities

• Provide confidential executive -level administrative support to the Chairman of Surgery in a dynamic academic medical center environment. 
• Manage and prioritize the Chairman?s complex calendar, coordinating high-level meetings, speaking engagements, national and international travel, and professional commitments to ensure optimal time management.
• Serve as the primary point of contact for all communications directed to the Chairman?s Office, exercising sound judgment in triaging inquiries, routing correspondence, and facilitating timely responses.
• Prepare and edit correspondence, presentations, agendas, and reports; draft communications on behalf of the Chairman with exceptional attention to detail and tone.
• Organize and support departmental conferences, events, and symposia, including logistics, materials preparation (e.g., PowerPoint presentations), and follow-up.
• Coordinate faculty recruitment activities in collaboration with departmental leadership, overseeing interview logistics, itineraries, and candidate communication.
• Manage all aspects of the faculty promotion process, including the endowed professorships and special statuses, Committee on Appointments and Promotions (COAP), liaising with the Office of Faculty Affairs and supporting documentation and timelines ? this includes but is not limited to working with the Vice Chair of Faculty Development, Departmental Finance, Office of Development and VP&S HR FA.
• Manage the VP&S faculty evaluation process.
• Collaborate closely with the Vice Chair of Faculty Mentoring and Development to support leadership development initiatives and faculty advancement.
• Assist in the preparation and submission of proposals and academic reports; track deadlines and ensure timely submission of required materials.
• Prepare and monitor financial expenditure reports; follow up on discrepancies and ensure timely processing of reimbursements and invoices.
• Establish and maintain organized and secure systems for departmental communications, document retention, and compliance tracking, including CME documentation and training certifications.
• Develop and implement effective internal communications strategies to disseminate key information across departmental divisions and campuses.
• Maintain strict confidentiality and exercise discretion at all times.
• Proactively anticipate the needs of the Chairman and address issues before they arise.
• Represent the Chairman?s Office with the highest level of professionalism and responsiveness in interactions with internal and external stakeholders.
• Perform other projects and duties as assigned.

Minimum Qualifications

Minimum education:

• Requires bachelor's degree or equivalent in education and experience

Minimum related experience:

• Four years of related experience

Other Requirements

Qualifications for Candidates include but are not limited to the following:

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

About Columbia University

Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.

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