Administrative Assistant - Medicine

About This Role

This senior-level administrative assistant position provides comprehensive support for the Department of Medicine's College of Medicine faculty affairs and academic administration portfolio. The role involves managing high-volume responsibilities across the department, including faculty evaluations, promotion and tenure coordination, and academic council administration. The successful candidate will coordinate closely with various university partners, faculty, and administrative leadership to ensure efficient operations.

Responsibilities

• Provide senior-level administrative and process support for faculty affairs and academic administration
• Support recurring, high-volume College responsibilities across the department
• Coordinate AC-40s, annual faculty evaluations, and promotion and tenure
• Provide Activity Insight process support
• Administer faculty affairs deadlines and academic council
• Coordinate closely with College of Medicine Faculty Affairs, University partners, Vice Chairs, Division Chiefs, faculty, and departmental administrative leadership
• Ensure the efficient operation of the office
• Coordinate schedules
• Handle communications
• Organize files
• Assist staff and management with a variety of administrative tasks
• Support budget and data activities
• Serve as a key point of contact for students, faculty, staff, and external stakeholders
• Plan, organize, and coordinate daily office activities and administrative processes
• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
• Create, organize, and maintain files, records, and databases
• Greet visitors and provide information
• Review, respond to, and appropriately direct inquiries
• Serve as a primary point of contact for students, faculty, staff, fellows, and external partners
• Compose, review, and distribute internal and external communications
• Maintain calendars, schedule meetings, and coordinate appointments
• Provide support for scheduling travel arrangements
• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
• Review, edit, and format reports, presentations, and correspondence
• Collect and organize data, including budgetary and operational information
• Compile and maintain records to support departmental and institutional reporting needs
• Track expenditures and assist with budget preparation and projections
• Initiate financial transactions, reimbursements, and budget revisions in accordance with policies