• Job Title: Assistant to Division Director
  • Job ID: 456551
  • Location: College of Medicine
  • Department: Cardiovascular Medicine
  • Full/Part Time: Full-Time
  • Regular/Temporary: Regular
  • Shift: Shift Varies
  • FTE %: 100
  • Salary Range Min: $17.00
  • Salary Range Max: $20.50

Position summary

Assistant to Division Director (Job Opening 456551) - Functions as the Assistant to Division Director providing comprehensive administrative support to Division Director of Cardiovascular Medicine within the Department of Internal Medicine; performs a wide variety of complex and confidential administrative support duties on behalf of the Division Director; effectively anticipates support needs and efficiently prioritizes duties; acts as first contact for all phone calls to Division Director's office; serves as liaison between Division Administrator and Division Director; researches, collects and summarizes data and information requested by division leaders to aid in decision making and strategic planning processes; conveys directives and information from director; plans large-scale professional-level events and meetings; takes, types and transcribes meeting minutes; proactively manages the Division Director's calendar and meetings; independently composes and responds to routine correspondence; assists the Division Administrator with various administrative functions; arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings and processes required forms; prepares travel orders using travel system; prepares financial requests using eRequest system; assists with all required aspects of faculty promotions through the AP&T process; coordinates the faculty new recruit process for the Division; schedules interviews; coordinates itinerary for all director related visitors, sets up all meetings and coordinates all travel and entertainment for same; assists with regional and national Continuing Medical Education (CME) events, supporting event planning and registration functions; serves as point of contact for students employed in the division; assists with new office associate training; provides expert guidance to division office associates on various tasks; carries out and facilitates special projects as assigned.

Education and experience

6 mos experience (600 hrs course work or training) in customer service or communications, including researching, analyzing & interpreting information; 3 mos experience (300 hrs course work) in budgeting; 6 mos experience (600 hrs training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; 3 mos experience (300 hrs course work) in supervision management; 3 mos experience (300 hrs course work) in interviewing. Requires successful completion of a background check; selected candidate may be asked to complete a pre-employment physical, including a drug screen. Qualified candidates may be asked to complete a pre-employment physical including a drug screen and background check.