Administration Assistant-General Internal Medicine

About the role

The Research Administrative Assistant provides essential administration and programmatic support to the Division of General Internal Medicine in the Department of Internal Medicine. The role works autonomously and independently to perform a variety of administrative tasks and supports and reports to the Research Center Manager. The assistant represents the research manager at stakeholder meetings when they are unable to be present and, alongside the research center manager, works directly with the division research director and division leadership.

Responsibilities

• Coordinate and maintain appointment calendars; schedule and coordinate meetings, conferences, educational programs, and special events including logistics
• Attend and record minutes of meetings; transcribe and distribute meeting records
• Manage purchasing and arrange national and international travel and lodging arrangements; collect receipts, prepare requests for, and track reimbursement of expenses for travel, meals, research office and lab supplies, working within Workday
• Draft and prepare correspondence; prepare reports, tables, and slides for presentations
• Assist with preparation of grant application documentation, letters of support, manuscripts, and research reports
• Assist faculty with preparation of credentialing and promotion & tenure documents
• Update faculty CV (curriculum vitae)
• Monitor and track financial balances for faculty Continuing Medical Education (CME) and start up
• Maintain General Internal Medicine programmatic files; answer inquiries; serve as a liaison for faculty, staff, investigators, administration, and external collaborators
• Establish and maintain files
• Serve as the initial point of inquiries related to departmental policy and procedures
• Handle confidential matters professionally and appropriately
• Perform related and/or additional job duties as assigned by direct supervisor