Grand Rounds Coordinator

Position Summary

Position serves as the Grand Rounds Coordinator for the Department of Psychiatry's Division of Psychiatric Education, reporting to the Vice Chair of Education. It is responsible for planning, organizing, and executing the department's Grand Rounds and related educational programming, including speaker coordination, scheduling, CME accreditation compliance, and AV/logistics management. The position ensures trainees and faculty have consistent access to high-quality academic programming that supports the department's teaching and research mission.

Responsibilities

• Coordinates speaker recruitment, invitations, and all aspects of the speaker experience serving as primary point of contact from initial invitation through post-event follow-up, providing guidance on presentation requirements and logistics, and arranging travel, hotel accommodations, transportation, parking, and on-site hospitality. Assist with speaker honoraria, travel reimbursements, vendor payments, and invoices in accordance with Columbia University's financial policies.
• Manages the annual Grand Rounds calendar and coordinates weekly presentation scheduling in collaboration with Grand Rounds Co-Directors and departmental leadership; meets regularly with Co-Directors to review upcoming presentations, evaluate program effectiveness, and identify opportunities for continuous improvement.
• Collects and reviews CME forms; coordinates attendance sheets and CME documentation; maintains comprehensive electronic and historical records of Grand Rounds presentations, attendance, CME documentation, and program evaluations; and serves as liaison with the CME Office to ensure compliance with institutional and accreditation standards.
• Coordinate catering for weekly Grand Rounds and trainee luncheon sessions; obtain quotes, place orders, reconcile invoices, and monitor expenditures within budget.
• Collaborates with audiovisual and IT staff to ensure successful in-person, hybrid, and virtual presentations and with the Office of Communications/Digital Content team to publicize Grand Rounds announcements.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

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

Preferred Qualifications

• Knowledge of university administrative processes, travel coordination, vendor payment systems, and financial reconciliation is preferred.
• Experience coordinating academic programs or continuing medical education (CME) initiatives within a healthcare or higher education setting.

Other Requirements

• Must successfully complete all online system trainings requirements.
• Strong organizational and project management skills with the ability to coordinate multiple concurrent priorities and deadlines.
• Excellent written and verbal communication skills, with the ability to interact professionally with faculty, visiting scholars, trainees, and institutional leadership.
• Proficiency with Microsoft Office Suite, Outlook, Excel, database management, virtual meeting platforms, and financial/payment systems.
• Demonstrated attention to detail, discretion, problem-solving skills, and ability to work independently while collaborating effectively with multidisciplinary teams.

Equal Opportunity Employer / Disability / Veteran

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