Administrative Assistant - Hospital Medicine

Overview

Job Title:

Administrative Assistant 3 - Hospital Medicine

Department:
Medicine | IM Hospital Medicine

The Administrative Assistant 3 serves as a pivotal partner to the Executive Director of Operations, four to five Division Directors, and the Division Administrator (DA) within the Division of Hospital Medicine, providing high-level administrative and operational support to ensure the division functions efficiently. This role requires exceptional organizational skills, independent decision-making, and the ability to manage complex and sensitive tasks with discretion.

The ideal candidate will proactively anticipate the needs of division leadership, streamline processes, and contribute strategically to the division's goals. This position also supports the Executive Director of Operations and Division Directors in mentoring, conducting promotion discussions, and providing direction for 10 to 15+ faculty members annually. Key responsibilities include assisting directors with formal annual reviews, such as drafting summary paragraphs for the Internal Medicine review form.

While the Division Director provides final review and comments as the direct supervisor for all faculty, the Division Directors handle all meetings and discussions related to faculty reviews and traditional supervisory responsibilities.

• Autonomous Support: Perform a wide variety of confidential administrative tasks independently, making decisions and solving problems with minimal guidance. Anticipate the needs of the Division Directors and Division Administrator (DA) to ensure their support needs are consistently met. Handle sensitive and confidential information with the highest level of discretion. Take initiative to identify process improvements and recommend solutions to enhance division efficiency.
  
  Support the Division Directors as they mentor, conduct promotion discussions, and provide direction for 10 to 15+ faculty annually. Assist with drafting summary paragraphs for Internal Medicine review forms and coordinate logistics for faculty reviews and related supervisory meetings. Handle special assignments and projects, ensuring timely and professional execution.
• Administrative Support: Provide comprehensive administrative support to the Division Directors and DA, including handling correspondence, drafting documents, and distributing communications. Assist with preparing reports, spreadsheets, presentations, meeting notes, and other documentation to support strategic planning and decision-making. Lead efforts to streamline administrative workflows and improve operational effectiveness through proactive management of administrative processes. Facilitate faculty review processes by managing schedules, ensuring necessary materials are prepared, and maintaining accurate documentation of review outcomes for the Division Director’s final oversight.
• Calendar & Meeting Management: Manage complex calendars for Division Directors and DA, coordinating meetings, appointments, and related logistics. Anticipate scheduling conflicts, prioritize requests, and ensure meeting materials are prepared in advance. Oversee the distribution of meeting agendas and related documents. Proactively schedule meetings on behalf of division leadership, recommend appropriate venues and resources, and ensure meetings run efficiently. Coordinate annual faculty reviews, ensuring all meetings between faculty and Division Directors are scheduled efficiently, with supporting materials prepared in advance for discussions.
• Communication & Information Flow: Answer, screen, and direct phone calls professionally. Serve as a key liaison between division leadership, faculty, staff, external partners, and other institutions, ensuring efficient and clear communication. Manage inquiries, address routine issues, and escalate matters requiring leadership attention. Foster effective communication by anticipating leadership needs and proactively sharing relevant information and updates. Assist Division Directors in communicating faculty review outcomes and ensuring timely updates to the Division Director for final review and input.
• Travel Coordination: Arrange complex travel plans and itineraries for the Division Directors and DA, including accommodations, transportation, and travel-related meetings. Compile detailed travel documents and agendas, ensuring smooth travel experiences. Research major expenditures and negotiate contracts with vendors to optimize travel-related costs. Ensure compliance with institutional policies and leverage vendor relationships to achieve cost savings for travel arrangements.
• Document Preparation: Prepare, edit, and distribute agendas, presentations, speeches, and official correspondence. Ensure documentation is accurate, timely, and professionally formatted. Track manuscript submissions, publication deadlines, and project milestones. Develop and implement standardized templates for reporting and documentation to improve consistency and…