Executive Assistant - Internal Medicine (Pulmonary, Critical Care, and Sleep Medicine)

Department:

SOM KC Internal Medicine - Pulmonary, Critical Care, and Sleep Medicine

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Pulmonary and Critical Care Medicine

Position Title:

Executive Assistant - Internal Medicine (Pulmonary, Critical Care, and Sleep Medicine)

Job Family Group:

Professional Staff

Job Description Summary:

The Executive Assistant in the Division of Pulmonary, Critical Care, and Sleep Medicine supports the Division Director and faculty by providing administrative and operational assistance across divisional activities. The role includes managing schedules, coordinating meetings, and supporting administrative processes such as faculty evaluations and routine divisional functions. The Executive Assistant works closely with divisional leadership to help ensure efficient daily operations, clear communication, and adherence to established administrative procedures.

Job Description:

Job Duties:

Administrative Support

• Provide comprehensive administrative support to the Division Director and faculty.
• Manage the Division Director’s complex calendar with precision, including scheduling and prioritizing appointments, meetings, and travel plans.
• Prepare and distribute meeting materials, including agendas, presentations, reports, and follow-up documentation.
• Ensure all documentation and reports are formatted, accurate, and delivered ahead of deadlines.
• Provide logistical support for virtual and in-person meetings, including room bookings, equipment setup, and catering arrangements.
• Act as the first point of contact for internal and external inquiries.
• Monitor deadlines and follow up on outstanding tasks or projects.

Division & Faculty Support

• Assist in coordinating and supporting divisional meetings, including faculty meetings, strategic planning sessions, and annual retreats.
• Manage divisional administrative processes, such as the Annual Faculty Assessment (AFA) evaluations, faculty onboarding, and performance documentation.
• Support faculty-related processes such as promotion and tenure reviews including writing initial drafts of letters of support.
• Ensure seamless communication and coordination between the division, faculty, and department leadership.
• Maintain division-wide records, including faculty credentialing, certification renewals, and compliance tracking.
• Assist with faculty recruitment including organizing faculty recruitment visits.
• Onboarding and administrative support of new faculty.

Communication & Coordination

• Screen, prioritize, and handle incoming correspondence, emails, and phone calls.
• Draft, proofread, and edit correspondence, memos, and reports on behalf of the Division Director.
• Communicate with internal and external stakeholders, maintaining strong relationships and addressing inquiries.
• Handle confidential information with discretion, ensuring sensitive matters are appropriately managed.
• Coordinate with team members and other departments to streamline communication and workflow processes.

Project Management

• Oversee and track the progress of multiple concurrent projects, providing regular status updates to the Division Director and relevant stakeholders.
• Assist in creating project timelines, assigning tasks, and ensuring accountability within the team.
• Conduct research and compile background information to assist in strategic planning and decision-making.
• Develop and maintain detailed project documentation, including timelines, deliverables, and key contacts.
• Identify and resolve project-related challenges, propose innovative solutions to keep initiatives on track.

Event Planning & Execution

• Plan and coordinate events, such as seminars, workshops, faculty meetings, and conferences.
• Handle logistics, including venue selection, vendor negotiations, participant communication, and on-site coordination.

Technology & Systems Support

• Ensure the Division Director and faculty have the necessary technology tools and resources for seamless operations, including troubleshooting minor IT issues.
• Maintain proficiency in and utilize organizational systems and software to streamline administrative tasks (e.g., scheduling tools, document management systems).
• Implement and maintain a digital filing system to ensure easy access to documents and records.

Office & Travel Management

• Maintain a well-organized and professional office environment, ensuring all supplies and resources are available.
• Handle ad hoc administrative requests, including photocopying, scanning, and binding documents.
• Oversee incoming and outgoing mail and packages, ensuring timely delivery and follow-up