Administrative Assistant 3 - 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 documentation of review outcomes for the Division Directors final oversight.

Calendar amp; Meeting Management : Manage complex calendars for Division Directors and DA, coordinating meetings, appointments, and related logistics. Anticipate scheduling conflicts, prioritize requests, and ensure meeting materials are prepared in advance. Oversee the distribution of meeting agendas and related documents. Proactively schedule meetings on behalf of division leadership, recommend appropriate venues and resources, and ensure meetings run efficiently. Coordinate annual faculty reviews, ensuring all meetings between faculty and Division Directors are scheduled efficiently, with supporting materials prepared in advance for discussions.

Communication amp; Information Flow : Answer, screen, and direct phone calls professionally. Serve as a key liaison between division leadership, faculty, staff, external partners, and other institutions, ensuring efficient and clear communication. Manage inquiries, address routine issues, and escalate matters requiring leadership attention. Foster effective communication by anticipating leadership needs and proactively sharing relevant information and updates. Assist Division Directors in communicating faculty review outcomes and ensuring timely updates to the Division Director for final review and input.

Travel Coordination : Arrange complex travel plans and itineraries for the Division Directors and DA, including accommodations, transportation, and travel-related meetings. Compile detailed travel documents and agendas, ensuring smooth travel experiences. Research major expenditures and negotiate contracts with vendors to optimize travel-related costs. Ensure compliance with institutional policies and leverage vendor relationships to achieve cost savings for travel arrangements.

Document Preparation : Prepare, edit, and distribute agendas, presentations, speeches, and official correspondence. Ensure documentation is accurate, timely, and professionally formatted. Track manuscript submissions, publication deadlines, and project milestones. Develop and implement standardized templates for reporting and documentation to improve consistency and efficiency.

Event Coordination : Plan and execute special events such as faculty meetings, retreats, and recruitment activities. Manage all event logistics, including scheduling, venue selection, materials preparation, and coordinating with vendors (lodging, transportation, catering). Negotiate contracts and control costs to ensure budget-friendly solutions. Take ownership of event planning processes, ensuring events align with the division's strategic objectives and budgetary constraints. Provide logistical support for faculty promotion discussions and mentorship activities by arranging venues, compiling materials, and tracking outcomes to support leadership goals.

Data Research amp; Reporting : Conduct research, gather data from various sources, and compile reports to support leadership in decision-making. Track and monitor recruitment data, retention rates, and program outcomes. Prepare detailed reports, spreadsheets, and presentations for strategic planning and analysis. Collaborate with leadership to identify key metrics and develop dashboards or reports that inform division priorities.

Technical amp; Logistical Support : Provide logistical support for office needs, including managing computer systems, telecommunications, and office supplies. Troubleshoot technical issues and coordinate with IT support to resolve problems efficiently. Ensure the office is equipped with necessary resources to support faculty and staff. Evaluate and recommend new technologies and tools to enhance division operations and improve productivity.

File amp; Records Management : Organize and maintain division records, reports, and correspondence in accordance with department guidelines. Ensure records are easily accessible and up to date, supporting efficient information retrieval. Lead efforts to digitize records and implement systems that improve information management and access.

Collaboration amp; Teamwork : Work closely with other Hospital Medicine administrative staff to streamline operations and ensure division matters are handled efficiently. Support the implementation of new policies, procedures, and initiatives. Provide mentorship and informal training to administrative staff and temporary employees, ensuring consistent performance and adherence to division standards.

Qualifications :

Education : High School diploma or GED. Associate or bachelor's degree in relevant field may be preferred.

Experience : 4-6 years of relevant experience preferred, ideally administrative experience in healthcare or academic settings.

Skills :

Strong organizational, communication, and problem-solving abilities.

Proficient in Microsoft Office and calendar management tools.

Proven expertise in managing high-volume, executive-level calendars and coordinating complex meeting logistics using advanced scheduling tools.

Skilled in handling confidential information with discretion.

Able to manage complex schedules, travel arrangements, and event logistics.

Experience drafting professional documents and reports.

Comfortable working independently and collaboratively in a fast-paced environment.

Familiarity with faculty review processes or academic systems is a plus.

Excellent organizational, communication, and interpersonal skills.

Detail-oriented with strong problem-solving skills.

Demonstrates flexibility and a proactive approach to personal and professional growth

Open to change and driven by a desire to develop new skills and contribute to evolving goals

Additional Information

The Administrative Assistant 3 will be an integral part of the Division of Hospital Medicine, contributing to the growth and success of this division. The position requires a high level of professionalism, flexibility, strong organizational skills, and the ability to work effectively with diverse groups of faculty and staff.

FUNCTION : Business Planning and Operations

SUB-FUNCTION : Administrative Assistance

CAREER BAND : Individual Contributor - Technical

CAREER LEVEL : T3 Senior