Administrative Manager Jobs

• Hours Per Week: 35
• End Date if Temporary:
• Regular/Temporary: Regular
• Salary Range: 80000-90350
• Job Type: Officer of Administration
• Bargaining Unit:

Position Summary

The Administrative Manager supports a dynamic, fast-paced executive-level team within the Faculty Practice Organization (FPO) and leads the coordination of administrative support services between the executive office and internal departments.

By exercising good judgment, discretion, confidentiality, and flexibility in their approach, the Administrative Manager will proactively anticipate the administrative needs of the executives that they support and create a culture of service excellence within the Executive Assistant cohort.

Responsibilities

Executive Support

• Serves as the primary point of contact for a range of stakeholders interacting with the COO’s Office. Greets visitors to the office, including high-level executives and prominent guests, in a welcoming and professional manner. Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. Maintains an active conduit of communication between the COO’s Office, faculty, administrative departments, and the University administration.
• Keeps executive(s) well informed of upcoming commitments and responsibilities including follow-up.
• Supports the efficient and timely distribution of messages on behalf of the FPO leadership team.
• Receives requests from FPO executives and distributes work efforts as needed to successfully execute requests in a timely manner.
• Coordinates a broad variety of administrative tasks including managing complex calendars to assure effective and efficient use of the COO’s time, composing and preparing confidential documents, and ensuring follow-up on all action items.
• Communicates directly on behalf of the executive(s) in a professional manner bridging smooth and clear communications with internal departments and external constituents.
• Manages FPO Listservs and related communication tools.
• Coordinates all activities to support the COO such as travel arrangements, expense reports, presentations, correspondence, meeting minutes, reserving meeting space, facilitating webcasts, and supporting special events, as needed. Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.
• Provides broad administrative support to the PO Board of Governance including but not limited to scheduling coordination, taking meeting minutes, reserving meeting space, facilitating webcasts, and support for special events.
• Performs all other duties as assigned within the scope of practice and/or training.

Operational Support

• Maintains and organizes administrative support staff standard operating procedures.
• Performs all other duties as assigned within the scope of practice and/or training.
• Oversees inventory of office supplies and equipment for the assigned executive(s) ensuring that purchases are made timely and in compliance with University Procurement Policies to maintain consistent operations for the assigned business unit(s).
• In coordination with CUIMC IT, researches and identifies hardware and software needs for the FPO.
• Processes expense reimbursements, invoices, and purchase orders.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Manages and establishes administrative support service standards by assessing needs and obtaining feedback on service line performance.
• Builds strong partnerships to foster trust and accountability with stakeholders across all divisions.
• Develops and maintains a good productive and collaborative relationship with Executive Assistants. Fosters a culture of teamwork and excellent service delivery.
• Maintains office equipment and furnishings, assuring all are in operable order and quantities and services are appropriate to meet the needs of assigned locations and teams.
• Monitors assigned budgets and audits expenses. Escalates any issues as appropriate.
• Ensures appropriate level of support is arranged (and coverage is provided when necessary) in each assigned location to facilitate timely submission and resolution of facilities-related requests (heating/cooling, patch/paint, etc.).
• In coordination with FPO Operations, coordinates space allocations and associated items for assigned location(s).
• Prepares necessary purchase orders and related documentation for purchasing/accounts payable for approval by the appropriate FPO executive.
• Oversees service lines that involve executive requests and/or initiatives. Provides direction on service delivery for tasks and deliverables managed by executive assistant cohort. Ensures appropriate distribution of tasks-related support resources as needed.

Project Management

• Under the direction of the COO, implements communication and change management strategies that support overall department goals and initiatives. Works with senior leadership to address any escalated concerns and identified risks as needed. Provides coaching, guidance, and support for implementation as needed.
• Participates and supports assigned projects and initiatives. Executes tasks and coordinates task owner support and resources. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Monitors tasks, address any issues and escalates issues for resolution as appropriate. Conducts research and gap analysis as needed. Makes recommendations to close gaps and find alternative resolutions as needed. Helps project lead collect data and prepare/conduct analysis as needed.

People

• Direct oversight of assigned staff including recruiting and human resource management. Collaborates with FPO HR to ensure the approved HR strategy is implemented and adhered to in alignment with the COO's vision for the business unit. Ensures staff productivity benchmarks and quality measures are achieved as appropriate. Reviews and monitors clerical functions of assigned administrative support staff, and provides guidance related to standard operating procedures and policies as needed. Works with FPO HR to recruit, select, orient, train, onboard new employees and offboard departing employees.
• Maintains a team approach by coaching, supporting, and guiding Executive Assistants to assure the successful execution of executive requests and service excellence.
• Promotes staff professionalism and performance with coaching, training, and feedback. Mentors staff in individual and team accountability, modeling behavior, and demonstrating best practices/techniques. Demonstrates self-development and keeps current on a variety of topics relevant to the scope of work.
• Promotes a service-oriented environment and supports staff professionalism and performance with coaching, training, and feedback. Mentors Executive Assistants in individual and team accountability, modeling behavior, and demonstrating best practices/techniques.

Other

• Ensures compliance with all regulatory agencies, departmental, Service Corp, and organization policies and procedures for all staff.
• Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and ensures that all staff has successfully completed all required trainings.

Minimum Qualifications

• Bachelor's Degree or combination of education and experience.
• A minimum of 4 years of related experience including providing administrative support to senior executives and office management.
• Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, providers, and organizational stakeholders.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Occasionally availability outside of core business hours may be required to support special events and committees depending on need.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.
• An equivalent combination of education and experience may be considered.
• Strong commitment to fostering diversity and equity.
• Ability to lead and mentor team through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the organization.
• Demonstrated active approach to problem-solving, research skills, and technology savviness/computer literacy.
• Must successfully complete systems training requirements.
• Candidate must demonstrate strong customer service and interpersonal skills and exercise good judgment, discretion, confidentiality, professionalism, and flexibility.
• Demonstrated project management skills including planning and executing technical and operational project activities with cross-functional teams.
• Ability to work with a variety of individuals and groups in a constructive and respectful manner while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.
• Must be a motivated individual with a positive mindset and exceptional work ethic.
• Strong proficiency in Microsoft Office (Word & Excel) or similar software is required and willingness to learn new systems and programs.

Preferred Qualifications

• Familiarity with the University financial systems such as ARC.
• Prior supervisory experience is preferred.
• PMP or project management coursework is preferred.

Competencies

Patient Facing Competencies

Minimum Proficiency Level

Accountability & Self-Management

Level 3 - Intermediate

Adaptability to Change & Learning Agility

Level 3 - Intermediate

Communication

Level 3 - Intermediate

Customer Service & Patient-Centered

Level 3 - Intermediate

Emotional Intelligence

Level 3 - Intermediate

Problem Solving & Decision Making

Level 3 - Intermediate

Productivity & Time Management

Level 3 - Intermediate

Teamwork & Collaboration

Level 3 - Intermediate

Quality, Patient & Workplace Safety

Level 3 - Intermediate

Leadership Competencies

Minimum Proficiency Level

Business Acumen & Vision Driver

Level 1 -Introductory

Performance Management

Level 2 - Basic

Innovation & Organizational Development

Level 1 -Introductory

Equal Opportunity Employer / Disability / Veteran

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