Assistant to Chief; DOM - General Medical Sciences

Position Summary

The Assistant to the Chief serves as the primary administrative and operational support for the Division Chief of General Medicine, Geriatrics, and Hospital Medicine. This role requires exceptional organizational skills, advanced critical thinking, and the ability to anticipate the needs of a senior leader in a complex academic medical environment. The Assistant manages the Chief’s dynamic calendar, coordinates internal and external communications, arranges extensive travel, organizes faculty recruitment and guest lecturer visits, and prepares high‑quality presentations and correspondence.

The Assistant plays a key role in supporting faculty appointments, reviews, and promotions, including coordinating and managing promotion and review processes within the Interfolio database, ensuring accuracy, completeness, and compliance with institutional policies. The position requires discretion, professionalism, and the ability to work both independently and collaboratively across departments and institutional partners.

• Plan, prepare, and manage travel and schedules for the Chief.
• Manage an intensive, frequently changing calendar, ensuring the Chief’s time is optimized and high‑priority commitments are anticipated.
• Apply strong critical‑thinking skills to resolve scheduling conflicts and anticipate logistical needs.
• Arrange comprehensive travel itineraries, including air, ground transportation, lodging, visas, and conference registrations.
• Anticipate and prepare meeting agendas, briefing materials, memos, and supporting documentation.
• Coordinate meeting logistics, including scheduling, space reservations, and virtual meeting platforms.
• Produce high‑quality PowerPoint presentations with accurate data integration and professional formatting.
• Record, organize, and distribute clear and actionable meeting minutes.
• Draft and produce polished written communications on behalf of the Chief.
• Plan and manage all aspects of faculty recruitment visits, including scheduling interviews, organizing travel, and coordinating meetings with faculty and leadership.
• Serve as the primary contact for candidates, ensuring a professional and positive experience.
• Coordinate faculty annual reviews, reappointments, and promotion processes, tracking timelines and required documentation.
• Manage and maintain faculty review and promotion cases within the Interfolio system, including initiating cases, uploading materials, monitoring progress, and ensuring completeness and accuracy.
• Liaise with departmental, school, and university offices to ensure compliance with academic policies and deadlines.
• May assist with grant reviews, preparation of reports, and development of supporting documentation; ensure submissions meet institutional, sponsor, and compliance requirements.
• Manage payments and reconcile expenses for division activities, including travel, equipment, purchase orders, and events; ensure all financial activity complies with departmental, university, and external grant policies.
• Collect, integrate, and summarize responses to information requests on behalf of the Chief.
• Track action items and follow up to ensure timely completion.
• Assist with appointment packets, faculty dossiers, and confidential academic records, ensuring accuracy and adherence to policy.
• Enable normal office environment with occasional travel to various on‑ and off‑campus locations; maintain typical desk or table work with repetitive wrist, hand or finger movement as needed.

• High school diploma or equivalent; combination of education and/or experience acceptable.

• Administrative Office experience: 5 years.
• Interpersonal Communication, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Oral Communications, Organizational Savvy, Written Communication.

• Normal office environment; ability to travel to various on‑ and off‑campus locations.
• Typically working at desk or table; repetitive wrist, hand or finger movement as required.
• Office equipment standard.

• Hourly $23.37 – $36.19 (Grade G09-H).

• Up to 22 days vacation, 10 recognized…