Administrative Coordinator - General Medicine

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 Division of General Medicine / Hospitalist Program seeks a highly motivated and detail-oriented Administrative Coordinator to provide comprehensive administrative support onsite at the Columbia University Medical Center. Reporting jointly to the Divisional Administrator and the Medical Director of the Hospitalist Program, this role supports both leaders and the broader Hospitalist office team.

The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities simultaneously, and a proactive approach to problem-solving. This position plays a key role in ensuring the smooth operation of the Hospitalist Program, including managing calendars, coordinating meetings, maintaining office systems, and supporting recruitment and scheduling efforts.

The Administrative Coordinator will also be a member of the division's core administrative team, collaborating with colleagues in People & Culture, IT, and Procurement to support division-wide initiatives such as events and communications.

Responsibilities

• Serve as the primary liaison between the divisional administrative team and the Hospitalist group.
• Provide administrative support to over 35 physicians and 75 physician assistants at Milstein Hospital.
• Manage physician scheduling, maintain the Medical Director's calendar, coordinate meetings, and support working groups and social events.
• Facilitate recruitment efforts, including preparing interview itineraries and escorting candidates.
• Oversee the Hospital Medicine administrative office, including responding to external inquiries, submitting facilities requests, and maintaining office supplies and organization.
• Administer the Hospitalist moonlighting program, including scheduling and monthly payroll submissions.
• Support clinical appointment and reappointment processes in collaboration with the Manager of People & Culture.
• Track professional practice evaluations, expirables, compliance documentation, and Medicaid recertifications.
• Participate in weekly core administrative team meetings and assist with division-wide events such as grand rounds, retreats, and holiday gatherings.
• Perform additional duties as assigned by the Divisional Administrator and Medical Director.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and excellent organizational skills.

Preferred Qualifications

• At least two years of relevant administrative experience.
• Experience with EPIC and Amion (or similar scheduling systems).
• Ability to quickly learn new platforms (e.g., Columbia website CMS, Symplr, ARC, Interfolio).
• Interest or experience in scheduling, website maintenance, and billing processes.

Other Requirements

• Successful completion of applicable compliance and systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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