Senior Administrative Professional to the Chair

Primary Responsibilities

• Manage the Chair’s complex and frequently changing calendar, including prioritizing meeting requests, identifying scheduling conflicts, and coordinating across university, health system, and external organizations.
• Serve as a primary administrative liaison between the Chair and departmental leadership, faculty, staff, trainees, university offices, clinical partners, and external stakeholders.
• Cook up departmental leadership meetings, faculty meetings, retreats, interviews, presentations, and other special events.
• Prepare agendas, meeting materials, briefing documents, presentations, correspondence, reports, and minutes.
• Track decisions, assignments, deadlines, and follow-up activities resulting from meetings and departmental initiatives.
• Draft, review, and edit communications on behalf of the Chair, ensuring accuracy, professionalism, and consistency.
• Receive and respond to inquiries, independently addressing routine matters and appropriately directing or escalating sensitive or complex issues.
• Cook up travel arrangements, itineraries, registrations, reimbursements, and related documentation.
• Support faculty recruitment, candidate visits, leadership searches, onboarding activities, and other confidential personnel processes.
• Maintain organized records, files, contact lists, and administrative documentation in accordance with university policies and retention requirements.
• Aid in collecting, organizing, and summarizing information needed for departmental reports, presentations, accreditation activities, strategic planning, and leadership decision-making.
• Handle confidential and sensitive information related to faculty, staff, trainees, patients, and departmental operations with discretion.
• Develop and maintain effective administrative processes that improve communication, coordination, and operational efficiency.
• Collaborate with administrative colleagues throughout the department, School of Medicine, Medical Center, and university.
• Provide administrative support for departmental projects and strategic priorities as assigned.
• Perform other duties necessary to support the Chair and the effective operation of the department.

Minimum Requirements

• Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.
• Experience: 3+ years of relevant experience required.

Preferred Qualifications

• Experience supporting senior leadership in a university, academic medical center, healthcare organization, or similarly complex environment.
• Experience managing complex executive calendars and coordinating meetings involving multiple senior-level stakeholders.
• Strong written and verbal communication skills.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Excellent organizational, time-management, and problem-solving skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to work independently, anticipate administrative needs, and manage competing priorities under time-sensitive conditions.
• Experience coordinating travel, preparing executive-level correspondence, and supporting leadership meetings or special events.
• Familiarity with university or health-system policies, practices, and administrative systems.

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

The anticipated hiring range is ($30.46 - $38.07 Hourly) $63,349.33 - $79,186.66/annually, commensurate with education and experience.

Exemption Status

This is a non-exempt-level, benefited position.

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