Administrative Assistant – Hospital Medicine

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Job Title:

Administrative Assistant 2 – Hospital Medicine Department:
Medicine | IM Hospital 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
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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.

The administrative assistant is expected to be a self-starter, have excellent organizational, written, and verbal communication skills and the ability to work as a 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, 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…