"Assistant to Chief (DOM) - General Medical Sciences"

Position Summary

The Assistant to the Chief serves as the primary administrative and operational support for the Division Chief of General Medicine, Geriatrics, and Hospital Medicine. This role requires exceptional organizational skills, advanced critical thinking, and the ability to anticipate the needs of a senior leader in a complex academic medical environment. The Assistant manages the Chief’s dynamic calendar, coordinates internal and external communications, arranges extensive travel, organizes faculty recruitment and guest lecturer visits, and prepares high-quality presentations and correspondence.

The Assistant plays a key role in supporting faculty appointments, reviews, and promotions, including coordinating and managing promotion and review processes within the Interfolio database, ensuring accuracy, completeness, and compliance with institutional policies. The position requires discretion, professionalism, and the ability to work both independently and collaboratively across departments and institutional partners.

Job Description

Primary Duties & Responsibilities:

Plans, prepares, and manages travel and schedules for the Chief.

• Manages an intensive, frequently changing calendar, ensuring the Chief’s time is optimized and high-priority commitments are anticipated.
• Applies strong critical-thinking skills to resolve scheduling conflicts and anticipate logistical needs.
• Arranges comprehensive travel itineraries, including air, ground transportation, lodging, visas, and conference registrations.

Meeting preparation, agenda development, and communication support.

• Anticipates and prepares meeting agendas, briefing materials, memos, and supporting documentation.
• Coordinates meeting logistics, including scheduling, space reservations, and virtual meeting platforms.
• Produces high-quality PowerPoint presentations with accurate data integration and professional formatting.
• Records, organizes, and distributes clear and actionable meeting minutes.
• Drafts and produces polished written communications on behalf of the Chief.

Faculty recruitment, reviews, and promotions coordination.

• Plans and manages all aspects of faculty recruitment visits, including scheduling interviews, organizing travel, and coordinating meetings with faculty and leadership.
• Serves as the primary contact for candidates, ensuring a professional and positive experience.
• Coordinates faculty annual reviews, reappointments, and promotion processes, tracking timelines and required documentation.
• Manages and maintains faculty review and promotion cases within the Interfolio system, including initiating cases, uploading materials, monitoring progress, and ensuring completeness and accuracy.
• Liaises with departmental, school, and university offices to ensure compliance with academic policies and deadlines.

Grant support and reporting.

• May assist with grant reviews, preparation of reports, and development of supporting documentation.
• Ensures submissions meet institutional, sponsor, and compliance requirements.

Expense coordination and financial processing.

• Manages payments and reconciles expenses for division activities, including travel, equipment, purchase orders, and events.
• Ensures all financial activity complies with departmental, university, and external grant policies.

Information management, action-item follow-up, and administrative support.

• Collects, integrates, and summarizes responses to information requests on behalf of the Chief.
• Tracks action items and follows up to ensure timely completion.
• Assists with appointment packets, faculty dossiers, and confidential academic records, ensuring accuracy and adherence to policy.

Working Conditions

Job Location/Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment

• Office equipment.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses: No specific certification/professional license is required for this position.

Work Experience: Administrative Office (5 Years)

Preferred Qualifications

Skills: Interpersonal Communication, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Oral Communications, Organizational Savvy, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly