Administrative Assistant II- Cardiovascular Medicine

Position Summary

The Heart Failure Administrative Assistant in the Division of Cardiovascular Medicine within the Department of Internal Medicine provides comprehensive administrative, operational, and business support to heart failure faculty members. This position supports the daily business functions for fifteen faculty members and serves as a central resource for coordinating clinical scheduling, faculty support, financial transactions, human resources processes, facilities and space needs, communications, and event logistics.

Key Responsibilities

• Maintain accurate and up-to-date clinical assignments in QGenda, IHIS, and Outlook to support faculty schedules, clinic operations, and patient care needs.
• Ensure physician leave is submitted within required timeframes and that clinic openings and closures are coordinated accurately and timely.
• Prepare and submit expense reports on behalf of physicians within the required sixty-day deadline.
• Coordinate business travel, including preparing and submitting required spend authorizations and related travel documentation.
• Support faculty onboarding, offboarding, and transitions to ensure continuity of operations and appropriate coordination with departmental, divisional, and institutional partners.
• Assist with onboarding of staff and provide administrative support related to human resources processes.
• Coordinate calendars, facilitate communication, and organize logistics for meetings, conferences, workshops, and special events.
• Prepare and distribute meeting agendas, materials, and follow-up communications as needed.
• Support facilities and space-related needs for the heart failure faculty and associated staff.
• Perform other administrative and operational duties as assigned to support the goals of the Division of Cardiovascular Medicine and the Department of Internal Medicine.