Administrative Coordinator I - Cardiology

Grade 104

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $67,300 - $75,000 Annual
  
  

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 Administrative Coordinator I provides comprehensive administrative and programmatic support to the Division of Cardiology and its training programs. This role coordinates academic and clinical appointment processes, fellowship administration, visa and credentialing activities, scheduling, and regulatory documentation to ensure compliance with institutional, GME, and accreditation requirements. The incumbent serves as a key liaison among faculty, fellows, trainees, Graduate Medical Education (GME), International Affairs, and external institutions.

Responsibilities

• Coordinate and oversee the new appointment/reappointment process of all postdoctoral appointments including Clinical Fellows, Research Fellows, Research Scientists, and visiting Fellows (In-Rotators), and Observers for General Cardiology all Advanced Cardiology Programs, and Preventive Medicine & Nutrition at CUIMC/NYPH.
• Coordinate administrative processes to enhance operational efficiency and support organizational objectives.
• Develop and maintain filing systems, ensuring easy access to critical documents and information.
• Maintain up-to-date knowledge of company policies and regulations to ensure compliance in all administrative functions.
• Prepare malpractice forms, submit visa termination forms, submit increase in complement forms, prepare program letters of agreement and requests for a new in-rotation for outside Institutions visiting fellows.
• Coordinate and enter cardiology training schedules (Clinic & Services), vacation schedules for all clinical fellows with the Graduate Medical Education Department in their credentialing system. Monitor fellows’ attendance. Enter Faculty teaching schedule.
• Draft agreements, nomination letters, reappointment letters for new appointments, reappointments, and appointment extensions.
• Initiate J-1 and H-1B Visa application process with International Affairs for overseas candidates
• Coordinate and schedule Cardiology Grand Rounds Lectures, draft invitation and confirmation letters for visiting speakers. Prepare and submit check requests for payment of Honorarium. Send email announcements for attendance for CME credit.
• Prepare annual itinerary for ACC and AHA conferences.
• Compile and print Fellow evaluations for Cardiovascular Diseases ACGME Milestones Report.
• Provide division coordinators with updated appointment forms and letters.
• Attend monthly GME Coordinator Meeting for updates.
• Perform other responsibilities as required.
  
  

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus three years of related experience.
• Knowledge of academic/residency/fellowship appointments.
• Strong organizational and time‑management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Effective interpersonal skills, with the ability to liaise with faculty, trainees, and external stakeholders.
  
  

Preferred Qualifications

• Experience working with GME/fellowship programs, academic appointments, or credentialing systems.
• Familiarity with visa processing and International Affairs procedures.
• Knowledge of ACGME accreditation requirements, academic medicine structures, or CUIMC policies.
  
  

Other Requirements

• Must successfully complete applicable compliance and systems training requirements.
  
  

Equal Opportunity Employer / Disability / Veteran

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