Administrative Assistant Hospital Medicine

Position Title:

Administrative Assistant 2 Division:
Hospital Medicine Department:
Internal Medicine

Position Summary:

The Division of Hospital Medicine is seeking a service-oriented, professional, flexible and adaptable Administrative Assistant to support faculty, administrators, and programs in alignment with our patient care, academic, and research missions. This role requires a proactive team player who consistently demonstrates the institution’s core values of Inclusiveness, Empathy, Ownership, Determination, Sincerity, and Innovation.

The Administrative Assistant will perform a wide range of administrative and secretarial duties, including calendar management, meeting coordination, travel arrangements, document preparation, and liaison responsibilities for a dynamic division comprising over 170 faculty and staff across seven hospital locations. The ideal candidate will thrive in a dynamic environment, be highly organized, have a growth mindset and possess excellent communication and interpersonal skills.

Expected to be a self‑starter, have excellent organizational, written, and verbal communication skills and the ability to work as part of a team in a fast‑paced, strategic environment.

• Manage and coordinate complex calendars and schedules for assigned faculty and administrators, including scheduling and coordinating meetings, conferences, educational programs, and special events.
• Organize meetings, conferences, educational programs, and special events, including logistics, catering, audiovisual support, and materials.
• Attend meetings, record minutes, and distribute documentation.
• Arrange domestic and international travel and lodging; process reimbursements and track expenses.
• Draft and prepare, edit and format professional correspondence, reports, tables, and presentation materials.
• Assist with grant applications, manuscripts, and research documentation.
• Support faculty with credentialing, promotion, tenure documentation, CV updates, and CME tracking.
• Serve as a liaison between faculty, staff, investigators, administration, and external partners.
• Answer phones, respond to inquiries, and manage incoming/outgoing mail.
• Support recruitment of faculty and staff including interview and hiring logistics and onboarding.
• Serve as a point of contact for faculty, staff, and external partners and guests, detect and resolve day‑to‑day issues, and convey directives and instructions.
• Maintain organized filing systems and perform divisional data entry and reporting across institutional platforms.
• Provide cross‑coverage and backup support for other administrative staff within the division to ensure seamless operations during absences or peak workload periods.
• Perform other administrative duties as assigned.

• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to manage multiple priorities and adapt to changing demands.
• Demonstrated professionalism, discretion, and confidentiality.
• Collaborative mindset with a commitment to inclusiveness and empathy.
• Initiative-driven with a sense of ownership and determination to support team goals.
• Open to innovation and continuous improvement in administrative processes.

• Inclusiveness – Fosters a welcoming and respectful environment for all.
• Empathy – Demonstrates compassion and understanding in interactions.
• Ownership – Takes responsibility and follows through on commitments.
• Determination – Perseveres through challenges with a solutions‑oriented approach.
• Sincerity – Communicates honestly and builds trust.
• Innovation – Seeks creative ways to improve workflows and support the mission.

High School Diploma or GED

Per CCS Specifications; six months experience (600 hours training) using computers to generate a variety of materials ranging from basic to complex; six months experience (600 hours coursework) in office practices and procedures; six months experience (600…