Position Summary
It is anticipated that this is a 24-month part-time position directly aligned to the life of the ERP project. The position is located onsite at ICAP offices on the Columbia University Irving Medical Center (CUIMC) campus in New York City. The Administrative Assistant provides direct support to the project team, as needed, including scheduling of meetings, consultations and events, management of project documentation, and processing of travel reimbursements and other project-related expenses.
Responsibilities
- Provides direct administrative support to all project staff by preparing correspondence, scanning and sending documents, organizing meetings, consultations and events, assisting with mailings and shipments, assisting with internal and external communications and conference calls, and assisting in the development of travel itineraries and reimbursements.
- Assists with the planning and coordination of project-related events and functions. Arranges for specialized equipment and provides general administrative support throughout meetings or functions.
- Monitors for the availability of supplies and equipment required by the project team, and ensures that problems with supplies, office equipment or general facilities are routed to the appropriate parties for resolution.
- Provides direct administrative assistance and fill-in coverage for other administrative staff during peak periods, vacations and for special projects.
- Maintains project-related contact and distribution lists.
- Performs other related duties, as assigned, in support of the project.
Minimum Qualifications
- Bachelors degree or equivalent in education and experience.
- Minimum of two (2) years directly related experience in an administrative support roles.
- Demonstrated experience and proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and Microsoft Outlook.
- Excellent interpersonal, written and verbal communications and ability to interact effectively with staff and management at all organizational levels.
- Demonstrated experience working independently with minimal supervision as well as in a team environment.
- Demonstrated organizational skills and attentiveness to detail.
- Demonstrated experience with effectively managing multiple and simultaneous projects with overlapping and sometimes conflicting schedules.
- Demonstrated experience working in a customer service oriented environment where satisfying customer’s needs with established parameters is an essential function.
Preferred Qualifications
- Prior experience working with international non-profit and/or academic organizations.
- Prior experience serving executive level leadership.
- Prior experience working on a fast-paced project.
Other Requirements
- No domestic or international travel is expected