Position Summary
The incumbent provides proactive, responsive, highly confidential, and effective executive-level support to the Columbia Health Associate Vice President, Administration & Chief of Staff. The incumbent also provides limited support to other members of the Columbia Health senior leadership team. They will work closely with the AVP/Chief of Staff to: Manage complex and extensive schedules (including planning meetings and events); Keep the AVP/Chief of Staff abreast and well informed of upcoming commitments, responsibilities, and relevant information; and ensure appropriate follow-up and resources are available. They will serve as the primary point of contact for internal and external constituencies on matters pertaining to the AVP/Chief of Staff's Office, including highly sensitive and confidential matters. The incumbent will draft correspondence and communicate on behalf of the AVP/Chief of Staff, as appropriate; prepare, generate, and process reports, and coordinate projects, assignments, and other initiatives that advance the mission of Columbia Health .
The Administrative & Special Projects Manager acts as a liaison with the University's community, interfacing with senior and professional staff, faculty, and external partners. Serves as project leader for various strategic initiatives and events sponsored by Columbia Health and collaborates with the Senior Leadership and other staff to develop and maintain strategies, protocols, and processes for effective project management and execution. Serves as a key operational and central resource for Columbia Health.
Responsibilities
Executive Coordination 25% - Provides highly confidential executive level support, including complex calendar management, meeting coordination, and event support.
- Interfaces with representatives of senior administrators of the University and members of Columbia Health on a consistent basis.
- Manages a complex meeting schedule (in-person, phone, virtual) and prepares meeting materials and follow-up documents, including minutes.
- Coordinates and assists in gathering resource information for meetings and presentations and prepares reports and presentation materials.
- Proactively monitors upcoming meetings commitments, and deadlines to ensure the AVP/Chief of Staff is well informed, and is appropriately briefed.
Administrative Management 15% - Welcomes guests, in person and on the phone, and serves as the principal public relations ambassador, answering or directing inquiries as needed.
- Plans and develops workflow procedures, ensuring correct and timely completion of all administrative work and anticipate future needs
- Assists in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the office.
- Serves as primary liaison with building and venue managers, outside vendors/contractors and other stakeholders.
- Prepares check requests, travel expense reports, petty cash requests, contract materials, purchase requisitions and payment of invoices and expense reimbursements for AVP/Chief of Staff and associated units, including CU-EMS.
- Independently identifies and develops systems to facilitate the smooth functioning of the office.
Communications & Outreach 15% - Initiates communications and replies to inquiries on behalf of the AVP/Chief of Staff and other members of the Senior Leadership Team. Drafts emails, letters, and memoranda as directed. Prepares and manages correspondence for routine and confidential matters
- Manages all incoming requests to the AVP/Chief of Staff. Exercises independent judgement to determine the most appropriate action for urgency, routing, responding to and addressing inquiries.
- Screens documents and agreements sent to AVP/Chief of Staff for review/signature, to ensure compliance, accuracy, and appropriate preliminary approvals.
- Acts as a "barometer," having a sense for the issues taking place in the environment and provides regular updates.
Project Management 25% - Works concurrently on multiple projects overseeing project workflows and participants deliverables while effectively balancing competing priorities.
- Ensures project completion in a timely and accurate manner. Prioritizes time-sensitive conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to ensure successful completion under tight deadlines. Presents project result reports with analysis, on varied topics.
- Manages the design, planning and execution of key events and programs. Oversees the schedules, logistics, venue selection, presentation development and other elements key to event success. Assesses event results, including guest attendance and evaluations, to ensure continuous improvement.
- Anticipates Senior Leadership's needs in advance of meetings, conferences, etc.
- Builds productive relationships with key stakeholders and represents Columbia Health by working directly with the offices of high-level constituents. Ensures that Columbia Health complies with University process and compliance guidelines. Troubleshoots and resolves problems independently, ensures issues are addressed in a timely manner.
- Assists the AVP/Chief of Staff by independently managing special and ongoing projects, including data collection and analysis to inform decisions, relationship management, and outreach efforts.
Leadership Team Support 10% - Assists in scheduling, coordinating the agenda, facilitating, and taking minutes of senior leadership team meetings and other key internal and external meetings.
- Prepares travel arrangements, conference support, and reimbursements for the Columbia Health senior staff.
- Supports the maintenance of Columbia Health policies in PowerDMS, including coordinating approved updates, obtaining required signatures , and ensuring finalized policies are uploaded and maintained within the system.
- In collaboration with Human Resources, maintains departmental staff directory and staff language list.
- Works closely with the Senior Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Provides liaison with other University offices to resolve problems on behalf of students, parents and other constituents. Works closely with Columbia Health senior leadership team on a variety of tasks as directed.
- Attends events with or on behalf of the Senior Leadership team (including occasional meetings outside of business hours); manages events, projects, meetings, deadlines and emergencies.
Other 10% - Supports activities relating to compliance with the standards of the Accreditation Association of Ambulatory Health Care (AAAHC), including the Governing Body process. Coordinates and manages logistics for ad-hoc and special projects. Coordinates meetings, takes minutes, compiles and distributes information, prepares schedules, tracks projects and maintains project records, and provides general coordination of efforts. Manages adverse incident tracking and complaints and feedback tracking.
- Develops and maintains paper and electronic filing systems into readily retrievable formats.
- Provides necessary cross-coverage support for Columbia Health Administration when required.
- Performs other duties as assigned by the AVP/Chief of Staff.
Minimum Qualifications
- Bachelor's degree or its equivalent experience.
- At least 3 years directly related experience with at least one year in healthcare or higher education.
- Ability to handle confidential information with exceptional judgment and discretion; proven ability to maintain confidentiality and discretion while supporting senior management and staff.
- Outstanding organizational, written, and oral communication skills with excellent attention to detail.
- Must have excellent interpersonal skills, strong self-awareness, and be a team player. Must have a pleasant, professional demeanor and the ability to interact effectively with a wide variety of people.
- Must have the demonstrated ability to offer the highest level of customer/client service and response to personnel at all levels.
- Demonstrated ability to take direction, follow instructions carefully, manage projects independently, and balance multiple activities, individuals, and reporting requirements.
- Ability to synchronize difficult schedules; adapt to various competing demands; prioritize and handle conflicting needs and multiple assignments; and work with diplomacy and efficiency in a highly pressured, fast-paced, deadline-driven environment.
- Exceptional computer skills with Microsoft Office programs including Outlook, Word, Excel, and Power Point. Experience with heavy calendaring; ability to perform moderately complex internet research.
- Be able to follow through on projects to successful completion.
- Demonstrated ability to be proactive and problem-solve; and maintain composure under pressure.
- This position requires the ability to effectively establish and maintain cooperative working relationships with a diverse multicultural environment.
- Candidates must have the flexibility to work extended hours in the mornings, evenings, and occasional weekends when required.
Preferred Qualifications
- Experience with Columbia University programs and systems
- Experience with health in a higher education environment
- Passion for mission-driven work
- Experience with Adobe, medical record systems, HR systems, and financial systems
- Familiarity with communication platforms (e.g., Ring Central) and editing websites (e.g., Drupal)
