Administrative Aide - Cardiology, College of Medicine

Under the direction of the Director of Administrative Operations, the Executive Assistant provides high-level administrative support to the Chief of Cardiology and faculty. The position serves as a key partner to divisional leadership, managing complex calendars, communications, priorities, and operational activities while exercising sound judgment, discretion, and initiative. The Executive Assistant coordinates administrative processes, resolves routine matters, tracks deadlines, and escalates issues requiring leadership attention. The role supports faculty and divisional operations through effective use of University systems, technology, and Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams. Working collaboratively with faculty, physicians, trainees, research personnel, University staff, and external partners, supports multiple senior faculty members, adapts to changing priorities, and develops efficient systems that promote effective operations, communications, and continuity. This is an in-person position requiring regular onsite support for the Chief of Cardiology and faculty. Duties Responsibilities: Executive Support Faculty Portfolio Management Provides comprehensive executive-level administrative support to the Chief of Cardiology and faculty. Independently manages complex calendars, appointments, meetings, conferences, travel, recurring commitments, and scheduling requests. Prioritizes competing scheduling demands based on urgency, established leadership priorities, and operational needs; proactively identifies conflicts and coordinates solutions. Serves as a primary administrative point of contact and liaison for individuals seeking access to or assistance from the Chief and assigned faculty. Coordinates meeting logistics, materials, communications, follow-up activities, and related administrative requirements. Coordinates faculty travel, itineraries, conference arrangements, expense documentation, and related activities. Provides administrative coordination for faculty activities including research students and trainees, letters of recommendation, recurring meetings, evaluations, presentations, academic responsibilities, and other professional activities. Maintains knowledge of assigned faculty priorities, responsibilities, deadlines, recurring activities, and administrative requirements in order to provide proactive support with minimal day-to-day direction Executive Communications, Meetings Administrative Coordination Provides authoritative administrative information to faculty, staff, trainees, and other stakeholders regarding established divisional and University practices and procedures. Drafts and prepares correspondence, reports, presentations, meeting materials, and other communications on behalf of the Chief and faculty. Independently gathers and coordinates information from multiple sources and prepares responses to routine matters based on established priorities and practices. Arranges and coordinates leadership, faculty, committee, conference, and other meetings; prepares materials; attends meetings as appropriate; captures discussion points, action items, and decisions; develops follow-up task lists; coordinates follow-up activities; and assists with implementation of resulting administrative actions. Attends selected divisional leadership, faculty, and administrative meetings to document key discussions, monitor action items, and support timely completion of assigned deliverables. Reviews and manages incoming administrative communications and prepares or coordinates responses as appropriate. Maintains confidential executive, faculty, personnel, salary, administrative, and institutional information and records. Exercises sound judgment in determining which matters can be independently resolved and which require escalation to leadership. Financial, Purchasing Operational Administration Independently coordinates routine financial and operational administrative activities for the Chief and assigned faculty, including purchase requisitions, IBuy transactions, standing purchase orders, recurring purchases, service renewals, travel expenses, reimbursements, and related documentation. Coordinates Facilities Management requests, equipment and pager needs, and other operational services. Serves as liaison with appropriate University offices, vendors, and departmental personnel; monitors transactions and requests through completion; identifies outstanding requirements; and independently resolves routine administrative issues. Maintains organized records and tracking mechanisms for recurring financial and operational commitments. Reviews and applies relevant University and departmental policies and procedures in carrying out assigned responsibilities. Faculty, Staff Recurring Administrative Processes Coordinates recurring faculty, staff, and APRN evaluation processes and other periodic administrative requirements. Independently monitors applicable deadlines, communicates requirements, coordinates documentation, identifies outstanding items, and follows processes through completion. Provides administrative support for personnel activities, searches, job descriptions, timekeeping documentation, personnel transactions, and related activities as assigned. Establishes and maintains tracking systems for annual, fiscal-year, and other recurring administrative obligations. Conferences, Academic Activities Special Events Independently coordinates administrative arrangements associated with faculty conferences, symposiums, CME activities, educational programs, presentations, academic activities, meetings, and divisional events. Coordinates registration, scheduling, communications, travel, purchasing, reimbursements, meeting materials, and related requirements. Works directly with faculty, University offices, vendors, venues, and other stakeholders and monitors activities and deadlines through completion. Assists with planning and coordination of Continuing Medical Education (CME) activities, including navigating applicable approval processes, coordinating required documentation, scheduling meeting space, managing event logistics, communicating with faculty and participants, and working with vendors and sponsors as appropriate. Process Improvement, Cross-Coverage Special Projects Identifies opportunities to improve executive and faculty administrative workflows and develops organized processes, tracking mechanisms, and documentation to support continuity and efficiency. Develops and maintains administrative procedures and reference materials for assigned responsibilities. Provides cross-coverage and supports continuity of divisional administrative operations as needed. Participates in administrative meetings on behalf of divisional leadership and communicates information and follow-up actions as appropriate. Perform other related duties and participate in special projects as assigned.