Executive Assistant

• Job Type: Officer of Administration

• Bargaining Unit:

• Regular/Temporary: Regular

• End Date if Temporary:

• Hours Per Week: 35

• Salary Range: 65,000 - 84,000

Position Summary

The Heilbrunn Department of Population and Family Health (HDPFH), of Columbia University's Mailman School of Public Health is a vibrant department with faculty from a variety of professional backgrounds (public health, law, sociology, psychology, medicine, social work, demography). Department work focuses on domestic and global issues related to gender, sexual/reproductive, adolescent, child and migrant health, health systems. Faculty in this largely grant-funded department engage in a unique combination of research, teaching and service activities. Graduates of the Department pursue careers as research scientists and public health professionals at non-governmental organizations, United Nations agencies, and Ministries of Health and actively contribute to the scientific literature and assume important academic posts and public health leadership globally.

HDPFH seeks an Executive Assistant to assist the Chair of the Department, reporting to the Senior Administrative Manager. The Chair's primary focus of research is health and human rights, environmental justice, and reproductive justice. The Chair is also the Director of the Global Health Justice and Governance (GHJG) Program at the Columbia University Mailman School of Public Health.

Responsibilities include:

• Managing a very busy schedule of the Chair of the Department including domestic and international travel, in addition to processing all reimbursements in a timely fashion.

• Maintaining Chair's calendar, including continual refinement of scheduling meetings and appointments.

• Planning and executing meeting and event arrangements (room reservation, food ordering, creating and sending invites) for the Department including Department Faculty Meetings, Department Seminars and other Department events, such as trainings and retreats.

• Drafting and coordinating official correspondence, agendas, letters of recommendation, and other editing and writing assignments.

• Creating, maintaining and updating CV, bibliography, committee membership, personnel lists, mailing lists, etc, as appropriate.

• Assisting in matters pertaining to faculty and staff meetings, including serving as the Secretary for Department meetings.

• Duties also include general administrative tasks such as ordering supplies, greeting visitors, answering emails, receiving deliveries, filing, typing and performing other related duties as assigned.

Position requires flexibility, judgment, tact, timeliness, confidentiality, attention to detail, and the ability to multi-task. Must be able to prioritize Chair's calendar from competing requests. The incumbent must have the ability to maintain awareness of all Department activities.

Responsibilities

• Organize and maintain Chair's calendar

• 35%

Schedule and coordinate meetings, calls, and conferences and assist in event planning

• 25%

Draft and coordinate correspondence and other writing assignments

• 25%

Arrange domestic and international travel and process reimbursements and invoices

• 10%

Other related duties as assigned

• 5%

Minimum Qualifications

• Bachelor's degree or equivalent in education, training and experience, plus three years of related experience

• Excellent oral/written communication, interpersonal, organizational, time management, and computer (e.g. MS Office, etc.) skills required.

Must have ability to prioritize, manage diverse projects, and be detail oriented, ability to multi task, in a timely fashion.

Preferred Qualifications

• Familiarity with university environment preferred

Equal Opportunity Employer / Disability / Veteran

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