Program Support Specialist I

Position Summary

The Division of Curricular Affairs within Medical Education at Columbia University Vagelos College of Physicians and Surgeons (VP&S) plays a central role in coordinating, supporting, and enhancing the medical education curriculum. The Program Support Specialist I provides foundational administrative and programmatic support for key curriculum phases and student services. This position requires strong organizational skills, attention to detail, and the ability to collaborate with faculty, students, and staff to support the delivery of a positive educational experience.

Responsibilities

Program Coordination & Administration:

• Assist in organizing scheduling, logistics, and communication for curriculum phases, including electives and clinical rotations.
• Support application and placement processes for elective courses and visiting student programs, ensuring compliance with institutional policies.
• Maintain accurate student records and data for program elements.
• Monitor student compliance with mandatory training and regulatory requirements.
• Assist in the development and maintenance of course materials and online resources.
• Coordinate logistics for meetings, events, and student orientations.

Assessment Administration:

• Provide administrative support for assessments, evaluations, and case logs.
• Organize exam logistics, including room reservations and proctoring support.
• Assist faculty in maintaining tracking systems for evaluations and performance metrics.

Data Management:

• Enter and update program-related data in institutional databases and online platforms.
• Support the preparation of basic reports and summaries for leadership.
• Ensure data accuracy and compliance with institutional policies.

Operational & Financial Support:

• Process reimbursements and track expenses related to program activities.
• Provide general administrative support, including responding to inquiries and resolving logistical challenges.

People:

• Serve as a first point of contact for faculty, students, and staff, providing basic technical and logistical support for curriculum delivery and program operations.
• Assist with faculty onboarding by supporting teaching schedule preparation, facilitating communication, and ensuring access to basic program resources.
• Respond to routine student inquiries and direct more complex questions to higher-level staff, offering general guidance on program requirements and application processes.
• Provide support to students preparing for clinical rotations, including assisting with scheduling training sessions and ensuring compliance with basic institutional policies

Other:

• Participate in special projects and initiatives to support the Division of Curricular Affairs.
• Engage in professional development to enhance skills and knowledge.
• Perform other duties as assigned by leadership.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required

Preferred Qualifications

• Familiarity with database management, with the ability to ensure accurate data entry and support basic data maintenance.
• Proficiency in basic Excel functions, including formulas and pivot tables.

Other Requirements

• Bachelor’s degree or equivalent in education and experience.
• Effective verbal and written communication skills to support clear and professional interactions.
• Organizational skills to assist in managing tasks and responsibilities.
• Demonstrates interpersonal skills with the ability to handle student information appropriately and with care.
• Able to handle multiple tasks, set priorities with guidance, and meet deadlines reliably.