Administrative Assistant III- Cardiovascular Medicine

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The Research, APP, and Fellowship Administrative Assistant in the Division of Cardiovascular Medicine within the Department of Internal Medicine provides comprehensive administrative, operational, and business support to research faculty members, APPs, and the Imagining and Cardio-Onc Fellowship programs. This position supports the daily business functions for twenty-one faculty members and APPs and serves as a central resource for coordinating clinical scheduling, faculty support, financial transactions, human resources processes, facilities and space needs, communications, and event logistics, as well as program coordination for the Imaging and Cardio-Onc Fellowships.

• Maintain accurate and up-to-date clinical assignments in QGenda, IHIS, and Outlook to support faculty schedules, clinic operations, and patient care needs.
• Ensure physician leave is submitted within required time frames and that clinic openings and closures are coordinated accurately and timely.
• Prepare and submit expense reports on behalf of physicians within the required sixty-day deadline.
• Coordinate business travel, including preparing and submitting required spend authorizations and related travel documentation.
• Support faculty onboarding, offboarding, and transitions to ensure continuity of operations and appropriate coordination with departmental, divisional, and institutional partners.
• Assist with onboarding of staff and provide administrative support related to human resources processes.
• Coordinate calendars, facilitate communication, and organize logistics for meetings, conferences, workshops, and special events.
• Prepare and distribute meeting agendas, materials, and follow-up communications as needed.
• Support facilities and space-related needs for the heart failure faculty and associated staff.
• Perform other administrative and operational duties as assigned to support the goals of the Division of Cardiovascular Medicine and the Department of Internal Medicine.
• Coordinates and supports the Imaging and Cardio-Onc Fellowships

• 30%: provides comprehensive administrative support to Cardiovascular Medicine attendings and Advanced Practice Providers, independently drafts and responds to routine correspondence; coordinates appointment calendars of assigned administrator or faculty leader; coordinates and organizes logistics for meetings, conferences, workshops and other special events; prepares and distributes agendas; records, transcribes and distributes meeting minutes; coordinates and makes travel and lodging arrangements; collects, prepares and processes requests for reimbursement of expenses.
• 30%:
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