Ambulatory Facilities Administrative Assistant

Responsibilities

• Coordinate day-to-day administrative support for the Ambulatory Facilities Operations Office, including managing meetings, appointments, and conferences.
• Act as a liaison between CU Departments, NYPH Facilities, and Environmental Services to ensure professional upkeep of clinical spaces.
• Manage facility projects by coordinating internal resources, third-party vendors, and conducting site walkthroughs.
• Oversee administrative project tasks such as processing purchase orders, project contracts, and invoices.
• Maintain detailed logs for facility requests, including painting, flooring, and window treatments.
• Support financial processes, including year-end reconciliation and the financial closure of refurbishment projects.
• Assist with human resource management activities and monitor vendor service level agreements.

Requirements

• Bachelor's Degree or an equivalent combination of education and experience.
• Proficiency in Microsoft Office (Word and Excel) or similar software.
• Strong organizational skills with the ability to manage a demanding workload accurately and timely.
• Effective oral and written communication skills for interacting with staff, providers, and stakeholders.
• Ability to work independently, handle multiple tasks simultaneously, and solve problems in interdisciplinary settings.
• Availability to work nights and weekends as required.

About the Company

Columbia University is a world-class research institution dedicated to excellence in education, research, and clinical care. The Faculty Practice Organization provides high-quality healthcare services, supported by a robust administrative and facilities infrastructure.