Administrative Assistant, Department of Pediatrics

Responsibilities

• Provide administrative support to the Department Chair and departmental leadership by:
  • Drafting executive correspondence, letters, and other written communications on behalf of departmental leadership.
  • Preparing presentations, reports, briefing materials, and meeting packets for executive leadership.
  • Cooking executive communications and assisting with special administrative initiatives and departmental priorities.
  • Covering and managing the Chair's Office as needed.
  • Serving as the primary backup to the Executive Assistant to the Department Chair, ensuring continuity of executive office operations.
  • Coordinating executive meetings, including scheduling, agenda preparation, meeting logistics, and follow-up.
  • Planning and coordinating departmental events, leadership meetings, and special programs.
  • Providing cross-coverage and administrative support for the Chair's Office as needed.
  • Demonstrating professionalism, collaboration, and exceptional customer service while serving as a role model for administrative staff throughout the Department.
  • Fostering a culture of excellence by modeling organizational effectiveness, responsiveness, accountability, and a commitment to high-quality administrative support.
• Independently coordinate all departmental Promotion and Tenure (P&T) activities for faculty across tenure-eligible and tenure-ineligible tracks.
  • Maintain and execute monthly promotion timelines and monitor eligibility windows for faculty.
  • Guide faculty through the promotion process by providing individualized administrative support.
  • Cooker collection, organization, and submission of promotion materials in accordance with strict and inflexible timelines.
  • Ensure compliance with School of Medicine policies, procedures, and deadlines.
  • Maintain confidential promotion documentation and committee records.
  • Serve as the departmental liaison with the School of Medicine Faculty Affairs Office.
• Coordinate departmental and external faculty award nomination processes.
  • Monitor award opportunities and submission deadlines.
  • Draft, edit, and assemble nomination packets for internal and external awards and supporting documentation.
  • Cooker departmental awards programs and recognition activities.
  • Prepare certificates and recognition materials.
• All other duties as assigned.
  • Perform other duties as assigned to support departmental operations and evolving organizational priorities.
  • Collaborate with colleagues to provide cross-functional support and ensure continuity of operations as departmental needs evolve.
  • While primary responsibilities are defined, this position is expected to demonstrate flexibility by assisting with additional projects and operational needs as assigned.

Qualifications

• Education: High School Diploma
• Experience: No experience required for administrative assistant, one-year relevant experience required for intermediate administrative assistant, three-year relevant experience for senior administrative assistant.
• Preferred Qualifications: Experience supporting faculty affairs, academic administration, or higher education administration; experience coordinating committees and executive meetings; experience with event planning and project management; familiarity with promotion and tenure processes; experience preparing executive correspondence and professional documents; advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; knowledge of School of Medicine or academic medical center operations.