"Admin Coord, Communications"

Position Summary

The Administrative Coordinator, Communications provides operational support to the Chief Communications Officer and senior leadership team. The role serves as a central liaison for scheduling, staff meeting execution, vendor paperwork, purchasing, travel, facilities coordination, and HR/finance transactions that keep the Office of Communications running smoothly. The coordinator manages calendars and meeting logistics, tracks office budgets and P…Card activity, processes invoices and reimbursements, supports SOWs and writer agreements, and maintains systems and subscriptions used by the team. This position partners extensively with the Dean’s Office, Finance, HR, Facilities, Faculty Club, Media Relations, and departments across CUIMC and the University.

Responsibilities

• Staff meeting liaison to the CCO: plan agendas, coordinate speakers, prepare materials, capture and circulate notes/action items.
• Executive scheduling & calendar management: orchestrate Zoom/in…person meetings and maintain daily calendars for the CCO and senior staff; anticipate priorities and resolve conflicts.
• Correspondence & communications: draft/send routine correspondence (candidate emails, memos, staff announcements) and maintain distribution lists.
• Facilities & operations liaison: triage/track outages, repairs, fire drills, and office moves in partnership with CUIMC Facilities and IT.
• Finance administration: manage P…Card transactions, monitor office budgets, and process invoices and travel/business reimbursements in partnership with Finance.
• Procurement & vendor management: process ARC transactions, coordinate new vendor creation, and assist with SOWs and writer/freelancer agreements.
• HR administration: manage TLAM time…off accruals and year…end reporting; support job postings, candidate records, and interview coordination in the HR system.
• Events & travel coordination: arrange conferences/workshops and travel for senior staff; coordinate on…campus events and catering with the Faculty Club.
• Space & reservations: book rooms for video shoots and meetings via 25Live; ensure AV readiness and logistics for Media Relations and Communications.
• Systems & subscriptions stewardship: subscribe/renew and maintain access to office online resources (e.g., Crain’s Health Pulse, NYT, communications/web and medical tools).
• Office operations: order/maintain supplies and coordinate purchase/installation of office equipment (copiers, computers, furniture).
• Project management support: track milestones, owners, and deliverables for department special initiatives.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience plus three years of experience.
• At least three (3) years of related administrative experience supporting senior leaders in a fast…paced office.
• Demonstrated proficiency with calendar management, meeting logistics, and executive support.
• Strong written and verbal communication; ability to compose clear correspondence and meeting materials.
• Excellent organization and attention to detail; proven ability to prioritize and meet deadlines.
• High level of discretion and professionalism with confidential information.

Preferred Qualification

• Proficiency with MS Office/Google Workspace and Zoom; ability to learn University systems.
• Experience in higher education, academic medicine, healthcare, or communications/marketing environments.
• Familiarity with Columbia/ CUIMC systems and processes (ARC, TLAM, 25Live, TalentLink/HRIS).
• Experience preparing SOWs and vendor agreements; understanding of procurement workflow.
• Basic knowledge of budget monitoring/reporting.
• Experience coordinating video shoots or AV…rich meetings.
• Project coordination certification or training (e.g., CAPM or equivalent) a plus.

Competencies

• Scheduling & coordination: orchestrates complex calendars, recurring meetings, and multi…party logistics.
• Financial stewardship: reconciles P…Card activity; monitors budgets; partners with Finance on invoices and reimbursements.
• Systems aptitude: works in ARC (procurement/AP), TLAM (time/leave), and 25Live (space reservations); maintains subscription platforms.
• Vendor & contract support: routes SOWs/agreements; tracks status; ensures paperwork completeness.
• Facilities savvy: navigates CUIMC Facilities/IT processes to resolve outages, moves, and repairs.
• Event & travel planning: coordinates conferences, workshops, travel, and on…campus events with Faculty Club and University partners.
• Stakeholder engagement: communicates professionally with the Dean’s Office, departments, vendors, and external speakers.
• Project management: tracks tasks, risks, and deliverables; follows up to drive closure.
• Service orientation: anticipates needs; provides responsive, solutions…focused support.
• Collaboration & Teamwork
• Communication
• Accountability & Dependability
• Continuous Improvement/Adaptability
• Service Excellence