Assistant to the Chair- Internal Medicine Administration

About the role

The Office Administrative Associate in the Department of Internal Medicine serves as Assistant to Chair, providing comprehensive support, expertise, and coordination of administrative functions.

Responsibilities

• Confers with Chair daily to set priorities and ensure deadlines are met.
• Serves as a primary point of contact and liaison to leadership offices and high-level officials from granting/outside agencies, department heads, faculty, and other constituencies on a broad range of organizational issues.
• Solves problems as needed and conveys directives/sensitive information.
• Maintains Chair's calendar and proactively manages the distribution/flow of information in the office and Chair's schedule by identifying issues to be addressed directly by the Chair.
• Oversees the setup and coordination of Chair's Acute Lung Injury (ALI) Center and Program Project Grant activities with affiliate institutions.
• Schedules meetings, prepares and distributes agendas and other appropriate materials for meetings.
• Ensures Chair is properly prepared with necessary paperwork and backup materials for meetings, speeches, and other contacts with internal and external constituencies.
• Maintains communication with Chair when he/she is off campus regarding calls, correspondence, and department-related matters.
• Reports disposition and/or delegation of said matters as appropriate and, when necessary, ensures timely response to pertinent issues.
• Organizes and facilitates special events; takes a leadership role to ensure the meetings flow smoothly.
• Takes care of complex and detailed travel plans and itineraries for the Chair.
• Supports research activities of the Chair.
• Processes requests and requisitions requiring Chair's approval.
• Assigns and oversees day-to-day activities of support staff assigned to support the Chair.

Requirements

Minimum Education Required: 6 months experience (600 hours course work or training) in customer service or communications, including researching, analyzing, and interpreting information; 3 months experience (300 hours course work) in budgeting.

Additional Qualifications: Some positions require 6 months experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; and/or 3 months exp. (300 hrs course work) in supervision management and 3 months experience (300 hours course work) in interviewing.

Requires successful completion of a background check. Selected candidate may be requested to complete a pre-employment physical including a drug screen.