Assistant to Chairman Department of Surgery

Job Description

The Department of Surgery is seeking a highly skilled and dedicated Assistant to the Chair to provide executive-level administrative support to the Department Chair and faculty physicians. This pivotal role is ideal for a polished professional who thrives in a dynamic environment, anticipates needs before they arise, and is committed to supporting leadership at the highest standard.

Executive & Administrative Leadership Support

• Manage and prioritize tasks, projects, and high-volume communications for the Chair and department physicians.
• Maintain a precise executive calendar and ensure seamless preparation for meetings, commitments, and events.
• Draft executive correspondence, reports, presentations, and annual departmental materials with clarity and professionalism.
• Cook up internal and external meetings including logistics, attendee communication, room setup, A/V needs, catering, minutes, and speaker arrangements.
• Maintain and organize departmental documentation such as organizational charts, directories, onboarding materials, and department schedules.

Operational Excellence

• Serve as a primary point of contact for staff, visitors, and external partners with professionalism and tact.
• Support office operations including equipment setup, office moves, supply management, and internal communications.
• Develop newsletters, invitations, brochures, and event-related materials to support departmental engagement.

Financial & Recruitment Support

• Arrange travel and submit reimbursement requests for the Chair, faculty candidates, and invited speakers.
• Process invoices, expenditures, and reimbursement requests while maintaining accurate financial records.

Physician Onboarding & Offboarding

• Career onboarding processes with HR, Medical Staff Services, IT, Occupational Health, and University partners.
• Ensure offboarding tasks are completed efficiently and compliantly.

Data, Technology & Document Management

• Prepare and maintain reports, spreadsheets, graphs, and other presentation materials.
• Manage departmental documents, electronic records, retention schedules, and mail distribution.
• Prepare and proofread a wide variety of confidential documents.

Evaluation, Credentialing & Compliance

• Maintain thorough and accurate faculty files including licensure, memberships, performance evaluations, and training records.
• Monitor required annual training and health compliance, escalating concerns when necessary.
• Prepare rank recommendation letters and temporary privileges documentation for credentialing processes.

Events & Additional Responsibilities

• Organize department functions, faculty meetings, and academic celebrations.
• Track PTO/CME hours and coordinate with HR on leave reporting.
• Support quality improvement, safety initiatives, and uphold compliance regulations.
• Perform other relevant responsibilities that support the department’s mission and operations.

Minimum Qualifications

• Associate’s degree in a related field, or equivalent experience and knowledge.
• Three (3) years of progressively responsible administrative or executive assistant experience.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Zoom, and Teams.
• Strong communication skills, professional presence, and ability to handle confidential information with discretion.
• Ability to manage multiple priorities, meet tight deadlines, and work independently with sound judgment.
• Experience working directly with physicians, residents, or medical students.

Preferred Qualifications

• Bachelor’s degree in a related discipline.
• Five (5) years of high-level administrative or program coordination experience.