Assistant to Chair- Internal Medicine Administration

Overview

Office Administrative Associate in the Department of Internal Medicine serves as Assistant to Chair; provides comprehensive support, expertise and coordination of administrative functions; uses discretion and judgment in handling actions on behalf of the Chair and determining appropriate disposition of matters; confers with the Chair daily to set priorities and ensure deadlines are met; serves as a primary point of contact and liaison to leadership offices as well as high level officials from granting/outside agencies, department heads, faculty and other constituencies on a broad range of organizational issues;

resolves problems as needed; conveys directives and sensitive information; maintains the Chair  calendar and proactively manages the distribution/flow of information in the office and the Chair  schedule by identifying issues to be addressed directly by the Chair; oversees the setup and coordination of the Chair  Acute Lung Injury Center and Program Project Grant activities with affiliate institutions; schedules meetings, prepares and distributes agendas and other appropriate materials for meetings;

ensures the Chair is properly prepared with necessary paperwork and backup materials for meetings, speeches and other contacts with internal and external constituencies; maintains communication with the Chair when off campus regarding calls, correspondence and department related matters; reports disposition and/or delegation of said matters as appropriate and, when necessary, ensures timely response to pertinent issues; organizes and facilitates special events;

takes a leadership role to ensure meetings flow smoothly; arranges complex and detailed travel plans and itineraries; supports research activities of the Chair; processes requests and requisitions requiring the Chair  approval; assigns and oversees day-to-day activities of support staff assigned to support the Chair.

• Maintain Chair  calendar and schedule; coordinate administrative support for the Chair and Office of the Chair.
• Prepare and distribute meeting materials; arrange meetings; ensure timely preparation of papers and backup materials.
• Coordinate travel arrangements and itineraries; support events and special projects.
• Serve as primary liaison to leadership offices, grant/contract officials, department heads, faculty and other constituencies; communicate directives and sensitive information.
• Oversee administrative functions and supervise support staff as assigned.
• Support research activities of the Chair; process requests and requisitions requiring Chair  approval.

• 6 months experience (600 hours coursework) in customer service or communications, including researching, analyzing and interpreting information.
• 3 months experience (300 hours coursework) in budgeting.
• Some positions require 6 months experience in operation of spreadsheet, publication, and/or presentation software and related computer equipment; and/or 3 months experience in supervision/management and 3 months experience in interviewing.
• Successful completion of a background check; pre-employment physical including a drug screen may be required.

The university is an equal opportunity employer, including veterans and disability.