Administrative Assistant III - Surgery - Administration

The Department of Surgery in the School of Medicine is seeking a highly experienced Administrative Assistant to provide high-level administrative support to the Department Chair. This role performs advanced, sensitive, and confidential administrative duties requiring discretion, sound judgment, and the ability to work independently. Serves as a key liaison between the Chair, division chiefs, faculty, staff, and external partners. The position requires strong organizational skills, the ability to manage multiple priorities, and comfort working in a fast-paced academic medical environment. The successful candidate will be proactive, detail-oriented, and capable of supporting leadership, communications, and high-visibility departmental events.

This is a full-time, on campus, hourly position.

Essential Functions & Responsibilities

• Manage multiple calendars for the Chair and division chiefs, including scheduling appointments, meetings, conferences, and travel while remaining mindful of clinical responsibilities
• Prepare, compose, and coordinate correspondence, reports, memos, and confidential summaries related to faculty, students, donors, and departmental matters
• Draft and sign correspondence on behalf of the Chair as appropriate
• Prepare meeting agendas and maintain accurate meeting minutes
• Respond to inquiries on behalf of the Chair and division chiefs with professionalism and discretion
• Coordinate logistics for meetings and events, including room reservations, catering, transportation, and lodging
• Manage time-sensitive requests and assist with email and document review for accuracy
• Support visiting scholars and guests by developing itineraries, coordinating accommodations and meetings
• Work independently to improve administrative processes and ensure efficient service across the department
• Create flyers and posters for high-visibility events and contribute to weekly newsletters and monthly "Save the Date" communications
• Provide visible support for departmental and leadership events

Qualifications

• High School Diploma or GED required; Bachelor's degree preferred
• Minimum of four years of administrative and/or office management experience
• Experience in a medical or clinical environment preferred
• Experience with Marq, Adobe Acrobat, or other marketing software preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to manage conflict and handle demanding situations as well as to think independently, analyze problems, and implement solutions
• Demonstrated initiative and ability to anticipate needs and manage cyclical deadlines