Administrative Assistant II

Scheduling and Daily Operations
•           Responsible for providing direct administrative support to the Division of Hospital Medicine’s Assistant Director.
•           Reconcile and update the hospital medicine patient census as needed during the weekdays and/or weekends.  Distributes appropriate patient panels to faculty members following the rules and guidelines set by the division.  Communicates with nursing staff regarding attending assignment for each patient.
•           Meeting setup including room reservation, sending calendar invites, taking attendance and ordering food.
•           Provide admin assistance by creating presentation materials, agendas, transcribing minutes and utilizing Zoom.
•           Keep an up to date record of faculty’s contact information on all frequently used systems.
•           Maintain filing for documents and correspondence as directed by faculty or Assistant Director.
•           Maintain divisional calendar for meetings and conferences and posts and distributes the calendar as needed.
•           Ensure conference attendance lists are up to date and complete.
•           Enter and track the progress of work orders.
•           Maintain Division website and provide updates.
•           Cross-train to provide coverage for all daily operations in the absence of a staff member.
•           Provide oversight of student observers.

Fiscal Management
•           Receive, verify, and process payment for all invoices associated with operations for the division. This includes, but is not limited to, recruitment, catering, dry cleaning, pagers, office supplies, and other operational expenses. 
•           Maintain office supply inventory and reorder as necessary.

Personnel Management
•           Coordinate with physicians and administrative staff at the division and department level to facilitate interviews for candidates.
•           Manage recruitment expenses for candidates, including but not limited to, transportation, lodging, and food. 

Special Projects/Miscellaneous
•           This position will be responsible for the development and implementation of special projects as needed. 
•           Complete other duties as assigned to ensure the efficient and effective operation of the division.

Bachelor’s degree from an accredited four-year university or college.  A high level of professionalism and acumen is also necessary for the individual to effectively make decisions, complete assignments of a moderately complex nature with minimal supervision, and set their own priorities.  A strong understanding of basic computer operations and knowledge of Microsoft Office is requisite.  An understanding of medical terminology is desirable as well.