Administrative Assistant

Administrative Assistant

The Administrative Assistant provides advanced administrative and operational support to the Surgical Faculty and Practice Administrator within the Kidney & Pancreas Transplant Program, exercising independent judgement in managing clinical, research, and academic priorities. Responsibilities include coordinating complex provider calendars, meetings, educational programs, communications, and travel. The role also supports clinical operations by optimizing scheduling, resolving access issues, monitoring preoperative compliance, and coordinating diagnostic and surgical appointments. Additionally, the Assistant also leads execution of the Columbia Transplant Initative Grand Round series.

Academic & Faculty Support

• Manage and strategically prioritize the provider academic and clinical calendar, balancing institutional, research, educational and administrative commitments.
• Coordinate faculty and program meetings, research initiatives and educational programming
• Prepare briefing materials, reports, presentations and communications for institutional leadership and external stakeholders.
• Coordinate domestic and international travel and process reimbursements in accordance with institutional policies.
• Serve as a liaison for faculty, leadership, and external partners.
• Support provider recruitment, onboarding, and other administrative initiatives as assigned.
• Coordinate Columbia Transplant Initiative Grand Rounds Lecture Series, overseeing speaker communications, accreditation requirements, scheduling, logistics, and event execution.

Clinical Operations & Strategic Coordination

• Oversee operational management of outpatient and non-transplant surgical scheduling, optimizing provider templates to improve access, capacity utilization, and revenue capture.
• Independently resolve complex scheduling conflicts, patient access barriers, and workflow disruptions.
• Monitor preoperative clearance compliance and intervene proactively to prevent surgical cancellations and associated revenue loss.
• Analyze clinic volume, referral trends, and scheduling metrics to recommend operational improvements to divisional leadership.
• Develop and implement process improvements to enhance patient flow and regulatory compliance.
• Support division outreach initiatives by providing on-site reception coverage, as needed.
• Coordinate and financially clear diagnostic procedures and surgical appointments
• Distribute office notes to referring providers

Financial & Regulatory Oversight

• Evaluate referral requirements, prior authorizations, and insurance coverage to mitigate financial risk and reduce claim denials.
• Collaborate with revenue cycle and billing teams to resolve reimbursement discrepancies.
• Monitor compliance with institutional, Joint Commission, and payer requirements.
• Maintain oversight of documentation transmission to ensure regulatory and accreditation compliance.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience

Other Requirements

• Intermediate to advanced level MS Office skills, Adobe
• Proficiency with technology and social media platforms.
• Effective interpersonal and communication skills required.

Equal Opportunity Employer / Disability / Veteran

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