Assistant to the Chair- Internal Medicine Administration

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Job Description Office Administrative Associate in the Department of Internal Medicine serves as Assistant to Chair; provides comprehensive support, expertise and coordination of administrative functions; utilizes considerable discretion and judgment in handling actions on behalf of Chair and determining appropriate disposition of matters; confers with Chair daily to set priorities and ensure deadlines are met; serves as a primary point of contact and liaison to leadership offices as well as high level officials from granting/outside agencies, department heads, faculty and other constituencies on a broad range of organizational issues; resolves problems as needed; conveys directives/sensitive information; maintains Chair?s calendar and proactively manages the distribution/flow of information in the office and Chair?s schedule by identifying issues to be addressed directly by the Chair; oversees the set up and coordination of Chair?s Acute Lung Injury (ALI) Center and Program Project Grant activities with affiliate institutions; schedules meetings, prepares and distributes agendas and other appropriate materials for meetings; ensures Chair is properly prepared with necessary paperwork and backup materials for meetings, speeches and other contacts with internal and external constituencies; maintains communication with Chair when he/she is off campus regarding calls, correspondence and department related matters; reports disposition and/or delegation of said matters as appropriate and, when necessary, ensures timely response to pertinent issues; organizes and facilitates special events; takes a leadership role to ensure the meetings flow smoothly; arranges complex and detailed travel plans and itineraries; supports research activities of Chair; processes requests and requisitions requiring Chair?s approval; assigns and oversees day-to-day activities of support staff assigned to support Chair. Minimum Education Required Per Classified Civil Svc Specs Required Qualifications Per CCS Specifications. 6 mos. experience (600 hours course work or training) in customer service or communications, including researching, analyzing and interpreting information; 3 months experience (300 hours course work) in budgeting. Additional Qualifications: Some positions require 6 mos. experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; and/or 3 mos. exp. (300 hrs course work) in supervision management and 3 mos. experience (300 hours course work) in interviewing. Requires successful completion of a background check. Selected candidate may be requested 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.

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Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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