Administrative Coordinator - Cardiology

Administrative Coordinator - Cardiology

The Administrative Coordinator provides administrative and coordination support for clinical research studies and departmental research operations. Reporting to Clinical Research leadership, this role assists with day-to-day administrative activities that support research teams, study start-up, regulatory documentation, training compliance, and general program operations within an academic medical center environment. The Coordinator helps maintain organized research records, supports study teams with administrative processes, coordinates meetings and training activities, tracks required staff credentials and compliance documentation, and assists with departmental communications and purchasing activities. This position also provides backup administrative support as needed to help ensure continuity of operations and efficient support of clinical research activities. The ideal candidate is detail-oriented, organized, proactive, and able to manage multiple assignments while working collaboratively with research staff, investigators, sponsors, and institutional partners.

Responsibilities

Administrative & Operational Support

• Provide administrative support to Clinical Research leadership and study teams, including scheduling meetings, managing calendars, preparing agendas, and documenting follow-up action items.
• Assist with drafting, formatting, and organizing correspondence, reports, presentations, and departmental materials.
• Support travel arrangements, purchasing requests, invoice processing, reimbursements, and other administrative activities in collaboration with departmental business offices.
• Assist with maintaining shared team calendars, contact lists, and departmental resources.
• Provide backup coverage for administrative support functions during staff absences or high-volume periods.

Clinical Research Operations Support

• Assist with administrative activities related to study start-up, study maintenance, and study closeout.
• Maintain organized electronic and paper files, including study administrative documents, shared trackers, and program records.
• Support maintenance of Investigator Site Files (ISF/eISF) and other study documentation under the direction of research and regulatory staff.
• Coordinate distribution of study-related training materials and track completion of required training activities.
• Maintain training records, documentation logs, and other compliance-related files.
• Assist with tracking staff credentials and required certifications under the direction of research leadership, including CVs, GCP, HSP, IATA training, professional licenses, and other required documentation.
• Support onboarding and offboarding activities by coordinating required paperwork, trainings, and access requests for research personnel.

Communication & Stakeholder Coordination

• Serve as a point of contact for routine administrative communications among research staff, investigators, sponsors, CROs, and institutional departments.
• Coordinate meetings by scheduling sessions, preparing materials, distributing agendas, and tracking follow-up items.
• Assist in communicating updates, deadlines, and operational information to study teams and stakeholders.
• Support the use of approved organizational communication tools and ensure research-related information is handled in accordance with institutional privacy and security requirements.

Compliance & Documentation Support

• Assist with maintaining accurate, complete, and organized administrative and research-related records.
• Assist with organizing documentation and maintaining current records to support departmental compliance and documentation requirements.
• Maintain templates, trackers, and shared tools used to support research operations and compliance activities.
• Monitor routine documentation requirements and follow up with team members regarding missing or expiring records.
• Assist with administrative workflow improvement activities as assigned.

Other Duties

• Participate in departmental meetings, training activities, and professional development opportunities.
• Perform other related duties and responsibilities as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience required.

Preferred Qualifications

• 1 to 2 years of administrative, office coordination, healthcare, higher education, or related experience.
• Experience working in a healthcare, academic medical center, clinical research, or professional office setting.
• Familiarity with clinical research, research administration, or regulatory documentation processes.
• Experience coordinating meetings, maintaining records, tracking deadlines, or supporting project activities.
• Experience with document management systems, shared electronic filing systems, or database applications.
• Knowledge of Good Clinical Practice (GCP), Human Subjects Protection (HSP), or Institutional Review Board (IRB) processes are preferred but not required.
• Experience supporting onboarding, training coordination, credential tracking, or compliance-related activities.
• Experience processing invoices, purchase requests, reimbursements, or other administrative workflows.
• Strong customer service and stakeholder engagement skills.
• Ability to work effectively with diverse teams and stakeholders.
• Experience in cardiology or related subspecialty research.

Other Requirements

• Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Microsoft Teams.
• Ability to maintain accurate records and pay close attention to detail.
• Ability to work independently and collaboratively in a team environment.
• Demonstrated professionalism, reliability, and customer service orientation.
• Ability to handle sensitive, confidential, and patient-related information with discretion.
• Strong problem-solving skills and willingness to learn new processes and systems.
• Must successfully complete compliance and systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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