Assistant to Chair- Internal Medicine Administration

Office Administrative Associate in the Department of Internal Medicine serves as Assistant to Chair; provides comprehensive support, expertise and coordination of administrative functions; utilizes considerable discretion and judgment in handling actions on behalf of Chair and determining appropriate disposition of matters; confers with 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/sensitive information; maintains Chair’s calendar and proactively manages the distribution/flow of information in the office and Chair’s schedule by identifying issues to be addressed directly by the Chair; oversees the set up and coordination of Chair’s Acute Lung Injury (ALI) Center and Program Project Grant activities with affiliate institutions; schedules meetings, prepares and distributes agendas and other appropriate materials for meetings;

ensures Chair is properly prepared with necessary paperwork and backup materials for meetings, speeches and other contacts with internal and external constituencies; maintains communication with Chair when he/she is 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 the meetings flow smoothly; arranges complex and detailed travel plans and itineraries; supports research activities of Chair; processes requests and requisitions requiring Chair’s approval; assigns and oversees day-to-day activities of support staff assigned to support Chair.

• Minimum education required per Classified Civil Service Specifications.
• 6 months (600 hours of coursework or training) in customer service or communications, including researching, analyzing, and interpreting information.
• 3 months (300 hours of coursework) in budgeting.
• Additional qualifications (some positions require):
• 6 months (600 hours of training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment.
• 3 months (300 hours of coursework) in supervision management.
• 3 months (300 hours of coursework) in interviewing.
• Successful completion of a background check.
• Pre-employment physical and drug screen may be required.

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