Posted on October 3, 2012

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Administrative Coordinator

This is a Grant funded position, approved through Dec. 2013 with anticipated annual renewal.

Coordinates the academic activities within the Center for Shoulder, Elbow and Sports Medicine (CSES) in the Department of Orthopedic Surgery. The CSES includes four surgeons and seeks to centralize oversight of academic, education and research administration activities including manuscript editing and publication, archiving. Aiding with the preparation of lectures, conferences, and educational courses. Assisting with the preparation and submission of IRB applications, grant proposals, protocols and associated contracts. Oversee related budgets for grants and research projects. Coordinate fellowship activities.

Job Duties:

1. Manuscript editing and publication, archiving. Responsible for ALL manuscript submissions and related details, such as:

• Ensure journal-specific guidelines (e.g., formatting) are adhered to.
• Obtain approval to reuse data and images in prior manuscript(s), if applicable.
• Make certain that all author paperwork (e.g., COIs, author agreements, original figures, etc.) is completed, submitted, and archived.
• For book chapters and invited manuscripts, ensure Figure & Illustration Agreements state that copyrights are owned by CSES.
• For recently published manuscripts, update all manuscript and CV information after researching dedicated websites (i.e., Orthosite, PubMed and Scopus).
• Maintain Center Action List with all relevant manuscript information, i.e., journal, authors, deadline (if applicable), status, etc.

2. Assist with the preparation and submission of IRB applications, grant proposals, research protocols and associated contracts. Ensure all IRB protocols are successfully approved and subsequent renewals are completed in a timely manner; if appropriate, terminate protocol in Rascal.

3. Oversee budgets for grants and research projects.

• Collaborate with Sponsored Project Administration (SPA) and/or Clinical Trials Office (CTO) to finalize agreements and create grant-specific accounts.
• Collaborate with Attending and CSES Staff to ensure grant reporting deadlines are met, including study status reports, financials, etc.
• Track grant budgets (restricted and unrestricted); maintain knowledge of grant-specific funding regulations, policies and procedure; submit expenditure reports for all active grants; reconcile account allocations via ARC (CU finance system).
• Process purchase orders, invoice payments and casual payroll and manager petty cash account

4. Coordinate all fellowship activities.

• Organize annual fellowship application process including application materials, interviews; track via an excel spreadsheet, and ensure applicants’ folders are accessible to the Attendings for review.
• Partner with the Office of Administration for the Biennial CSES Meeting and Annual CSES Fellows Dinner including venue, invitations, email distributions, seating, pricing, tracking event’s budget.
• Maintain the Columbia Shoulder Society (CSS) Directory of former Fellows; update bi-annually with new members' information.

5. Manage visitors to CSES. Responsible for providing detailed itineraries for annual American Shoulder & Elbow Surgeons Traveling fellows and annual Korean Fellows. This includes scheduling academic programs, OR observations and social agenda (restaurants, car services, etc.)

• Schedule follow up visits for research subjects; assist with subject visit schedule to ensure questionnaires are completed prior to appointment; tracking completed questionnaires.

6. Perform ad-hoc and other related duties as assigned. For example,

• For Medical Students, coordinate the necessary IT access to conduct their studies (1DX, Webcis, Crown); assist with IRB submission; assist with medical records requests; set up payroll for students when needed.
• Manage CSES website including edits, updates and links; upload patient testimonials; facilitate video recording of surgical cases [pre-, intra- and post-op] with hospital staff, etc.
• Track CSES ranking status on Google utilizing Empowered Medical Media.
• Maintain Facebook on a weekly basis.
• Oversee Electronic Databases

Minimum Qualifications:

Bachelor's degree or equivalent in education, training and experience, plus two years of related experience.

Additional Position-specific Qualifications: Familiarity with Windows environment (Word, Excel, PowerPoint).Excellent communication, organizational and writing skills.

Preferred Qualifications:

BS or higher degree preferred. Experienced managing multiple projects with the skill to prioritize, thorough with attention to detail. Ability to work independently with minimal supervision, and as a part of a team.

Columbia University is committed to the hiring of qualified local residentsAction employer

Application Instructions

For more details and to apply, please click on the following link:

http://jobs.columbia.edu/applicants/Central?quickFind=132766