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Administrative Spec II

Work type: Staff Full-Time

Categories: Office/Administrative/Fiscal Support

Department: 29050101 - MD-MEDICINE CHAIRMAN

Classification Title:

Administrative Spec II

Classification Minimum Requirements:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

The Department of Medicine, Administration is seeking a full time Administrative Spec II. The Department of Medicine consists of well over 1,000 employees including faculty, fellows, residents, interns, U.S.P.S., TEAMS, graduate assistants, and OPS employees. This position provides high level support for the Chair of Medicine as well as the Vice Chair for Clinical Affairs and Vice Chair for Research. The ideal candidate will have a background in business and/or general administration, possess strong interpersonal and personal skills, and be comfortable productively handling multiple tasks and projects of a confidential nature in a fast paced work environment.

Essential Functions;

Administrative Duties:

Manages the programs supported by the department of medicine. Serves as the senior executive assistant for the Chair of Medicine, which requires the organization and management of sensitive information, maintaining professional relationships with other Department and College offices, and collaboration with the Chair on administrative tasks in support of the overall mission of the Department of Medicine. This includes but is not limited to assisting the Chair with credentialing information for clinical faculty, annual reviews for all faculty, supporting and coordinating departmental strategic planning initiatives. Serves as liaison for the Chairman with ten division chiefs, faculty, housestaff, and employees of the department. Maintains calendars and arranges staff meetings. Arranges travel for the Chairman and other faculty and staff as requested; processes all reimbursement requests, travel authorizations, and expense reports. Work with the Director for Continuing Medical Education for use of funds for directors when attending training/seminars in order to obtain needed CE credits. Responsible for purchasing within the parameters set by the Chair’s Office annual budget, which is approximately $2 million annually.

Serves as the administrative support to the Vice Chair for Clinical Affairs, and the Vice Chair for Research. Serves as point for all committees these individuals chair and or serve on, which will require agenda creation, minute taking, and speaker arrangements.

Coordinates with the manager of Operations and Associate Director of Finance to report departmental assets and space. This includes monthly updates in MyAssets and SPIN systems, assisting with annual space reporting and development of forms to facilitate this process.

Works with Vice Chair for Research to plan and coordinate monthly Research Grand Rounds. This includes arranging travel, visit agendas and accommodations for any/all guest speakers, IT coordination for archival, when necessary, minute taking and circulation, as well as quarterly progress reports to the Advisory Council regarding the advancement of research in Department focus areas.

Performs other duties as assigned including but not limited to monthly reports, processing the annual NICA dues, updating directory information, and managing special projects for the Chairman/Vice Chair for Clinical Affairs/Vice Chair of Administration/Chief Operating Officer/Chief Financial Officer. Serves as back up for all Department-run events, including Research Day and Annual Retreats

Expected Salary:

$50,000 - $62,000 Annually

Required Qualifications:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred:

Bachelor’s degree in business administration or healthcare administration.

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

PeopleSoft Travel & Expense

PeopleSoft Introduction to Budget and Commitment Control and Purchasing and Payables

Experience In Manuscript Preparation/Medical Journal

Must have excellent verbal and written skills and present in a professional manner.

Special Instructions to Applicants:

In order to be considered, you must upload your resume.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Advertised: 31 Oct 2025 Eastern Daylight Time

Applications close: 07 Nov 2025 Eastern Standard Time