Administrative Assistant 2 – Hospital Medicine

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Job Title:

Administrative Assistant 2 – Hospital Medicine

Department:

Medicine | IM Hospital Medicine

Position Title: Administrative Assistant 2 

Division: Hospital Medicine 

Department: Internal Medicine 

Position Summary: 

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. 

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. 

Key Responsibilities: 

• 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 and 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