Administrative Assistant

Job Summary

The Administrative Assistant works independently but collaboratively with the Division Chief, Operations and Academic Directors, faculty, and program coordinators to support the day-to-day operations of the division. This position manages the Family Medicine Division’s administrative needs, ensuring continuity and increasing efficiencies.

Responsibilities

• Scheduling Division meetings: Research and Education meeting, town Hall, CME meetings, Meeting support: Building agenda, taking minutes, ordering food as needed, prepped rooms, gather meeting supplies such as laptop and presentations
• Procurement/purchasing of office equipment
• Travel: Arrangement of travel for career-line faculty, Division Chief, Associate Division Chief, residency staff, and students
• Management of career-line faculty CME accounts: Submitting reimbursements and clarifying policy as needed
• Manages department p-card and t-card
• Department deposits for reimbursement checks
• Sends annual faculty letters to appropriate parties to be signed
• Provides administrative support for annual career-line faculty reviews with med directors and Division Chief
• Recruitment interview scheduling and planning
• Event planning
• Other administrative duties as assigned

Qualifications

• EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).
• Department may hire employee at one of the following job levels: Administrative Assistants, II: Requires at least 1 year of related experience. Administrative Assistants, III : Requires 3+ years of related experience.