New

Ambulatory Facilities Operations Administrative Assistant

Columbia University
United States, New York, New York
May 09, 2025
Job Type: Officer of Administration Regular/Temporary: Regular Hours Per Week: 35 Standard Work Schedule: 9AM-5PM, M-F Building: 1111 Westchester Ave Salary Range: $65,300- $69,010 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. Position Summary The FPO Ambulatory Facilities Administrative Assistant coordinates all the day-to-day administrative support for the Ambulatory Facilities Operations Office. In addition, the administrative assistant manages assigned projects/initiatives and, as a member of the facilities support team, ensures that service level agreements are met and facilities issues are addressed promptly and timely. Responsibilities Essential Duties Coordinate meetings, appointments, and conferences for Assistant Director and staff as needed. Work closely with CU Departments, NYPH Facilities, and Environmental services to ensure the professional upkeep of ColumbiaDoctors spaces and make sure all issues/requests are processed in a timely manner. Attend meetings and assist with the determination of project requirements. Coordinate and lead walkthroughs with departments and vendors as needed. Coordinate internal resources and third-party vendors for projects. Coordinate the processing of purchase orders and project contracts. Work closely with Purchasing and ARC team to verify that all project documents are processed accurately and in a timely manner. Communicate relevant project information to requesting departments, vendors, and the NYPH facility team as needed. Coordinate NYPH painting requests for all ColumbiaDoctors departments from inception to completion. Maintain ongoing logs of all NYPH painting requests. Coordinate painting, flooring, window treatment/cleaning requests for all ColumbiaDoctors Departments Process invoices and purchase orders. Assist in coordinate all necessary paperwork for year-end financial reconciliation/closing. Perform miscellaneous administrative duties as assigned Project Management Participates and/or supports assigned projects and initiatives. Executes tasks and coordinates services including scheduling and supervision of tasks. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Conducts research and gap analysis as needed. Provides administrative support for projects as needed. Assist in the financial closure of all refurbishment and non-refurbishment projects. People Assists Supervisor on recruiting and human resource management activities as needed including vendor and other outsourced staff-related activities. Under the direction of the Supervisor, helps to monitor those service level agreement (as related to staffing and performance) are adhered to. Promotes staff professionalism and performance modeling behavior, team accountability, and demonstrating best practices/techniques. Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient satisfaction. Other Keep current on all organizational, practice, and patient privacy policies (e.g. infection control, HIPAA), goals, initiatives, and required trainings. Maintain a safe and secure work environment by following all OSHA, EH&S, and public safety policies and guidelines. Successfully complete all required university, hospital, and department trainings. Must be available to work nights and weekends Minimum Qualifications Bachelor's Degree or combination of education and experience An equivalent combination of education and experience may be considered. Must be well organized and be able to manage a demanding workload in an accurate and timely manner. Proficiency in problem assessment, and resolution, and collaborative problem-solving in interdisciplinary settings. Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with staff, providers, and organizational stakeholders. Ability to work independently and follow through and handle multiple tasks simultaneously. Ability to work collaboratively with a culturally diverse staff and patient/family population demonstrating tact and sensitivity in stressful situations. Proficiency in Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs. Must be a motivated individual with a positive mindset and exceptional work ethic. Must successfully complete systems training requirements. Competencies Patient Facing Competencies Minimum Proficiency Level Accountability & Self-Management Level 3 - Intermediate Adaptability to Change & Learning Agility Level 2 - Basic Communication Level 2 - Basic Customer Service & Patient Centered Level 3 - Intermediate Emotional Intelligence Level 2 - Basic Problem Solving & Decision Making Level 3 - Intermediate Productivity & Time Management Level 3 - Intermediate Teamwork & Collaboration Level 2 - Basic Quality, Patient & Workplace Safety Level 2 - Basic Leadership Competencies Minimum Proficiency Level Performance Management Level 1 -Introductory Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.