Ambulatory Facilities Administrative Assistant
- 工作类型：行政官员 - 谈判单位：- 正规/临时：定期 - 如果暂时的终止日期：- 每周小时：40,核心营业时间星期一至周五，时间表有所不同 - 标准工作安排：- 建筑：一个，1111西切斯特大道 - 工资范围：$66,300-$69,010 _ 本职位中选出的最终获得者的薪水将根据各个因素确定，包括但不限于部门预算，资格，经验，教育，许可证，专业和培训。上述招聘范围代表大学在职位发布时的善良信誉和合理估计可能赔偿范围._ * * *摘要 医疗保健机构外勤设施管理助理协调对医疗卫生设施运营办公室的日常行政支持。此外，行政助手负责管理分配项目/倡议，并作为设备支持团队成员确保服务水平协议得到满足，以及及时解决设施问题。* * * 责任 ** 基本职责** - 根据需要协调副主任和工作人员的会议，任命和会议。- 与 CU 部门，NYPH 设施和环境服务部门密切合作，确保 ColumbiaDoctors 空间的专业维护，并确保所有问题/请求及时处理。-参加会议并协助确定项目要求。-根据需要与部门和供应商协调并进行通行。- 协调项目内部资源和第三方供应商。- 协同购买订单和项目合约的处理。- 与采购和 ARC 团队紧密合作，以验证所有项目文件都准确及时处理了。- 根据需要向要求的部门，供应商和 NYPH 设施团队传达相关项目信息。- 从开始到完成之前对所有 ColumbiaDoctors 部门进行 NYPH 绘画请求协调。- 保持所有 NYPH 绘画申请的持续日志。- 对所有 ColumbIADoctors 部门协调绘画，地板，窗户处理/清洁请求 - 处理账单和购买订单。-协助协调年度末财务和解/关闭的所有必要文件工作。- 按照任务执行各种行政职责。**项目管理** - 参加或支持一个
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- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 40, Core business hours Monday-Friday, schedules vary
- Standard Work Schedule:
- Building: The One, 1111 Westchester Avenue
- Salary Range: $66,300-$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._
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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 in a timely manner.
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Responsibilities
**Essential Duties**
- Coordinate meetings, appointments, and conferences for the Associate 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 the 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 coordinating all necessary paperwork for year-end financial reconciliation/closing.
- Perform miscellaneous administrative duties as assigned.
**Project Management**
- Participates in 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 the supervisor and management 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 that the service level agreement (as related to staffing and performance) is adhered to.
- Promotes staff professionalism and performance modeling behavior, team accountability, and demonstrates 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.
- Perform general administrative functions, and related duties and responsibilities as assigned/requested
_The list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary._
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Minimum Qualifications
- Bachelor's Degree or a 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, 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, 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.
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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
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Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.