Administrative Assistant 3 - Hospital Medicine

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Job Title:

Administrative Assistant 3 - Hospital Medicine

Department:

Medicine | IM Hospital Medicine

The Administrative Assistant 3 serves as a pivotal partner to the Executive Director of Operations, four to five Division Directors, and the Division Administrator (DA) within the Division of Hospital Medicine, providing high-level administrative and operational support to ensure the division functions efficiently. This role requires exceptional organizational skills, independent decision-making, and the ability to manage complex and sensitive tasks with discretion. The ideal candidate will proactively anticipate the needs of division leadership, streamline processes, and contribute strategically to the division's goals. This position also supports the Executive Director of Operations and Division Directors in mentoring, conducting promotion discussions, and providing direction for 10 to 15+ faculty members annually. Key responsibilities include assisting directors with formal annual reviews, such as drafting summary paragraphs for the Internal Medicine review form. While the Division Director provides final review and comments as the direct supervisor for all faculty, the Division Directors handle all meetings and discussions related to faculty reviews and traditional supervisory responsibilities. 

Key Responsibilities 

Autonomous Support: Perform a wide variety of confidential administrative tasks independently, making decisions and solving problems with minimal guidance. Anticipate the needs of the Division Directors and Division Administrator (DA) to ensure their support needs are consistently met. Handle sensitive and confidential information with the highest level of discretion. Take initiative to identify process improvements and recommend solutions to enhance division efficiency. Support the Division Directors as they mentor, conduct promotion discussions, and provide direction for 10 to 15+ faculty annually. Assist with drafting summary paragraphs for Internal Medicine review forms and coordinate logistics for faculty reviews and related supervisory meetings. Handle special assignments and projects, ensuring timely and professional execution. 

Administrative Support: Provide comprehensive administrative support to the Division Directors and DA, including handling correspondence, drafting documents, and distributing communications. Assist with preparing reports, spreadsheets, presentations, meeting notes, and other documentation to support strategic planning and decision-making. Lead efforts to streamline administrative workflows and improve operational effectiveness through proactive management of administrative processes. Facilitate faculty review processes by managing schedules, ensuring necessary materials are prepared, and maintaining accurate