Administrative Assistant Hospital Medicine

Position Title:

Administrative Assistant 2

Division:
Hospital Medicine
Department:
Internal Medicine

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. This position is a self-starter with 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 and 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) 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 hours, coursework) in customer service. Requires successful…