Columbia University Scientific Administrative Assistant in New York, New York

Position Information

Job Title

Scientific Administrative Assistant

Job Code Title

Job Requisition Number



7574- JSB C2B2


Medical Center

Job Type

Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week


Job Family

Administrative Support

Salary Grade

Officer 103

Salary Range

Communsurate with Experience

Advertised Summary Job Description

Reporting to the Chair of the department, the Administrative Assistant will perform a number of administrative, office, and scientific support tasks to aid the Chair and Executive Director in managing their day-to-day activities at the University.

Specific responsibilities include:

  • Review and route all incoming e-mail for the Chair. This includes drafting, replying, and forwarding responses as needed.

  • Keep the Chair's biosketch, CV, biographies, etc. up-to-date including publication listings.

  • Keep records of scientific presentations made by the Chair.

  • Proof and edit documents, letter of recommendations as required.

  • Maintain conflict of interest information for the Chair.

  • Manage the scheduling of regularly occurring internal lab meetings.

  • Update all aspects of the laboratory's website on a regular basis.

  • Provide direct support in organizing the Chairs office and conference room. This includes filing documents, organizing scientific journals and periodicals in the Chair's library, coordinating the maintenance of equipment, ensuring office cleanliness, following up with building maintenance as needed.

  • Help track research project goals and grant deliverables for the lab.

  • Coordinating recruitment initiatives, organizing the logistics for recruits and onboarding new lab members.

  • Completing the RFP/requisition forms and biweekly meetings with DSB HR.

  • Tracking and submitting Officer time-off sheets for the lab.

  • Other duties as assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

  • B.S. degree or equivalent in education, training and experience, plus two years of related experience.

  • Proficient in MS Window Office Professional.

  • Excellent interpersonal and communications skills.

  • Ability to work and negotiate with diverse constituencies.

  • Ability to set priorities and exercise sound judgment.

  • Ability to work effectively and efficiently with a small team of dedicated employees, resolving systematic -problems in a pro-active way.

  • Superior control of the English language in both written and oral communications.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Special Instructions

Preferred Qualifications

Experience in an academic setting is preferred.

Essential Functions

Please attach both a cover letter and your resume when applying to this position. Thank you.

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

There are no special indications for this position

HIPAA Compliance training required


Participation in Medical Surveillance required


What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date


Requisition Close Date

Open Until Filled

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Columbia University is an Equal Opportunity/Affirmative Action employer.

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