Administrative Assistant - Hospital Medicine

Administrative Assistant 3 - Hospital Medicine

Position:
Administrative Assistant 3 - Hospital Medicine

Department:
Medicine | IM Hospital Medicine

Division:
Division of Hospital Medicine

• 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 the 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.
• 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.
• 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 elevate 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 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 efficiency.
• Event Coordination: Plan and execute special events such as faculty meetings, retreats, and recruitment activities. Manage all event logistics, including scheduling, venue selection, materials preparation, and coordinating with vendors (lodging, transportation, catering). Negotiate contracts and control costs to ensure budget-friendly solutions. Take ownership of event planning processes, ensuring events align with the division's strategic objectives and budgetary constraints.
• Data Research & Reporting: Conduct research, gather data from various sources, and compile reports to support leadership in decision-making. Track and monitor recruitment data, retention rates, and program outcomes. Prepare detailed reports, spreadsheets, and presentations for strategic planning and analysis. Collaborate with leadership to identify key metrics and develop dashboards or reports that inform division priorities.
• Technical & Logistical Support: Provide logistical support for office needs, including managing computer systems, telecommunications, and office supplies. Troubleshoot technical issues and coordinate with IT support to resolve problems efficiently. Ensure the office is equipped with necessary…