Administrative Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 20
• Standard Work Schedule:
• Building:
• Salary Range: $35,000 - $35,000

Position Summary

This is a part-time position (0.5 FTE) providing administrative support to the Obstetric Anesthesia division in the Department of Anesthesiology.

Responsibilities

• Administrative Assistant to Dr. Ruth Landau, Chief of Obstetric Anesthesia Division
  
  
  
  1. Manage calendar & correspondence (mail)
  2. Manage projects, such as, but not limited to:
     
     
     
     1. Weekly Coordination between Pharmacy, Biomed, Materials Managements, Anesthesia Tech, Procurement
     2. Assist with OR efficiency processes
     3. Assist with standardization of practices between CHONY and Allen
     
     
     
     
  3. Assist with curation of protocols and documents on C8.Health APP
  4. Assist with recruitment of 2 OB anesthesia Faculty, scheduling travel and interviews
  
  
  
  
• Provide administrative support to the OB Anesthesia Faculty (8 Obstetric Anesthesia attendings)
  
  
  
  1. Create monthly Obstetric Anesthesia Faculty daily & on call schedule (upload on Q-Genda, email to Faculty, OB and L&D staff)
  2. Coordinate vacation & meeting requests
  3. Assist with reimbursement process
  4. Organize and attend monthly Division meetings (responsible for agenda and minutes)
  5. Organize and attend twice yearly Division retreat
  
  
  
  
• Provide administrative support to the Obstetric Anesthesia Division
  
  
  
  1. Answer the Division' s Phone
  2. Office "manager": Coordinates supplies for the 11th floor (paper, toners, access to printers, re-order of business cards) and maintenance of office space (e.g. handles trash removal, repairs, call room cleaning, etc.) - twice a week on-site presence required
  3. Assist with daily L&D OR schedule, add-ons & communication
  4. Assist with QA Database
     
     
     
     1. Maintains log of daily volume of cases CHONY 10 & Allen)
     2. Maintains log of complications -up (PDPH, etc) & follow-up
     
     
     
     
  5. Assist with billing (EPIC) for consults (in/outpatient)
  6. Assist with IT/EPIC issues
  7. Coordinate OB anesthesia consult requests (in-patients/out-patients)
     
     
     
     1. Generate/print out schedule and maintain follow-up
     
     
     
     
  8. Assist with weekly multidisciplinary conference (MFM)
  9. Assist with weekly high-risk consultations (Mother Center) and COOB data
  10. Assist the Accreta program coordination (scheduling and anesthesia coverage)
      
      
      
      1. Coordinate scheduling in Milstein of cesarean deliveries & staged hysterectomies (with consult for follow-up)
      2. Maintains database with follow-up of cases
      
      
      
      
  11. Assist with Fetal surgery program coordination (CHONY cases and laser cases on L&D)
  12. Assist with dissemination of clinical protocols (CHONY10 & Allen OB)
      
      
      
      1. Communicate with Allen OB CRNAs and CHONY CRNAs
      
      
      
      
  
  
  
  
• Provide administrative support to the 6 residents (on CHONY every 4 weeks); 3 fellows; OB CRNAs
  
  
  
  1. Create monthly: 6 residents & 2 fellows daily & call schedule (uploads on Q-Genda, sends schedule to education office, OB anesthesia Division, OB/MFM division, PCD, Pharmacy rep)
  2. Assist with drug discrepancy issues (Pharmacy representative)
  3. Assists with last minute schedule changes (fatigue, wellness and sick days)
  4. Monthly: Assist with ensuring access to L&D, lockers, OB computer access, and Traceview login, Haiku phones, Vocera
  5. Monthly: Assist with dissemination of orientation materials (videos, PDFs)
  6. Monthly: Coordinate the pre-rotation knowledge assessment survey, post-rotation survey
  7. Maintain a log with all results gathered in 2 surveys (compare test scores CA1/CA2/CA3)
  8. Coordinate daily residents didactics (schedule of lectures), emails reading materials, provides material for flipped classroom teaching
  9. Maintain a log (list) of all presentations/Journal Club that residents provided during their rotation, with the actual materials generated by residents
  10. Coordinate wellness-related activities
  11. Coordinate SIM-related activities for the residents on the OBA rotation (send email reminders of scheduled sessions to the resident, but also to the Anesthesia attendings who need to know about activities off L&D)
  12. Coordinate with SIM the schedule for study-related participation
  
  
  
  
• Supply administrative support for education & scholarly activities
  
  
  
  1. Upload educational materials on Divisional websites & C8.Health)
     
     
     
     1. For example: all our yearly SOAP abstracts, ASA abstracts, publications
     
     
     
     
  2. Print educational materials and media-related materials
  3. Maintain CVs for the OB anesthesia Division
  4. Organize Virtual OB Division Rounds (with invited lecturers)
     
     
     
     1. Flyers and ZOOM invites
     
     
     
     
  5. Organize the OB anesthesia fellows' didactics
     
     
     
     1. Weekly lectures (given by OB anesthesia Division Attending)
     2. SIM sessions
     3. MFM Journal Clubs
     
     
     
     
  6. Coordinate all the lectures that OB anesthesia fellows give
     
     
     
     1. Medical students
     2. OB/Gyn residents
     3. CA1 residents
     
     
     
     
  7. Assists the fellows with their scholarly projects (assist with preparation of abstract submissions to SOAP/ASA, print posters)
  8. Maintain the Research enterprise visible and updated on the Departmental website
     
     
     
     1. Curate all the publications/presentations/media-related activities involving the OB Anesthesia Division
     
     
     
     
  9. Curate all the awards received by residents, fellows, attendings for OB Anesthesia grants/cases
  10. Volunteer for special events (academic evening, seminars, workshops)
      
      
      
      1. Annual Smiley-Thornton Obstetric Anesthesia/MFM endowed lectureship (April)
      
      
      
      
  11. Organize off campus fellowship retreat, team building social events, holiday party and graduation party
  
  
  
  

Minimum Qualifications

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  Bachelor's degree or equivalent in education and experience

  
  

Other Requirements

• Familiar with Microsoft Suite

Equal Opportunity Employer / Disability / Veteran

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