About The Position
University Health is seeking an accomplished and highly organized Assistant to Chair (Department of Medicine) to provide high-level administrative support to a Department Chair and department physicians. This role serves as a trusted administrative partner and key point of contact for the department, coordinating complex schedules, meetings, communications, physician recruitment, onboarding, financial activities, credentialing requirements, and department-wide initiatives. This position is ideal for a seasoned administrative professional who demonstrates exceptional judgment, discretion, organization, and communication skills and is comfortable working with physicians, executive leaders, external partners, patients, and other key stakeholders.
Requirements
- Associate’s degree in Health Sciences, Business, Public Administration, Education, or a related field, or an equivalent combination of education and experience.
- Three years of progressively responsible administrative experience, including administration of an education program, executive assistant experience, or advanced secretarial experience.
- Advanced proficiency with Microsoft Word, PowerPoint, Excel, Outlook, Zoom, and Teams.
- Exceptional written and verbal communication skills with a polished, professional presence and strong customer service orientation.
- Demonstrated ability to interact effectively with physicians, patients, government and community leaders, Medical Staff, and the general public.
- Strong judgment and discretion when handling confidential and sensitive information.
- Ability to recognize priorities, manage complex incoming requests, and respond appropriately to time-sensitive matters.
- Strong organizational skills and the ability to manage multiple projects, competing priorities, and tight deadlines with minimal supervision.
- Ability to research policies and procedures, process and integrate complex information, perform basic bookkeeping functions, and exercise independent judgment.
- Demonstrated ability to work collaboratively with department staff and independently resolve problems and complete projects.
- Experience working directly with physicians, residents, and medical students.
Nice To Haves
- Bachelor’s degree in Health Sciences, Business, Public Administration, Education, or a related field, or an equivalent combination of education and experience.
- Five years of progressively responsible administrative experience, including administration of an education program, executive assistant experience, or advanced secretarial experience.
Responsibilities
- Serve as the primary administrative point of contact for the Department Chair and department physicians.
- Manage and maintain the Chair’s complex calendar, priorities, meetings, and competing demands.
- Draft and coordinate internal and external correspondence, reports, presentations, and other communications on behalf of the Chair.
- Prepare annual department reports, presentations, newsletters, brochures, invitations, and event materials.
- Coordinate internal and external meetings, including agendas, invitations, conference rooms, catering, audiovisual requirements, speakers, minutes, and follow-up communications.
- Maintain department organizational charts, directories, onboarding/offboarding checklists, and other operational documentation.
- Coordinate office equipment, furnishings, technology, supplies, office setups, and department moves.
- Serve as a professional and responsive point of contact for department staff, physicians, patients, visitors, and external stakeholders.
- Support department leadership and Medical Staff with special projects, operational priorities, and periods of increased demand.
- Gather, organize, update, publish, and maintain monthly physician schedules, including call schedules across department Medical Staff and UH campuses.
- Communicate hospital policy and procedure updates to department physicians and Medical Staff.
- Coordinate department functions, faculty meetings, academic celebrations, lectures, and other activities.
- Track and report PTO and CME hours for UHP-employed faculty and coordinate applicable leave matters with UHP Human Resources.
- Support operational continuity by proactively identifying needs, resolving issues, and coordinating appropriate follow-up.
- Coordinate travel arrangements and reimbursement requests for the Chair, invited speakers, faculty candidates, and other external guests.
- Process invoices and reconcile budget expenditure records for Charitable Foundation accounts.
- Process check requests and reimbursement requests through myWorkday for physicians, the Chair, external guests, and faculty candidates.
- Coordinate reimbursement activities related to travel, licensure, professional memberships, education, and physician recruitment.
- Provide administrative support throughout the physician recruitment process.
- Coordinate required Medical Staff physician onboarding documentation with the UH Executive Office, Medical Staff Services, Occupational Health, Information Technology, University Health Physicians, and UMKC School of Medicine.
- Monitor onboarding requirements and facilitate timely completion across multiple departments and stakeholders.
- Coordinate physician offboarding activities and ensure required tasks are completed appropriately and on schedule.
- Maintain accurate and confidential faculty records, including licenses, professional memberships, committee appointments, CVs, photographs, contact information, office assignments, equipment assignments, and performance evaluations.
- Monitor annual training and Occupational Health requirements and follow up on outstanding requirements.
- Prepare faculty appointment and credentialing documentation, including rank recommendation letters and temporary privileges letters.
- Support faculty appointment processes involving UMKC School of Medicine and affiliated clinical organizations.
- Maintain current knowledge of applicable regulations, standards, policies, and compliance requirements.
- Handle highly sensitive and confidential information with the utmost discretion.
- Maintain department data, documents, electronic files, and document management systems.
- Develop and maintain Excel spreadsheets, reports, graphs, schedules, and presentation materials.
- Retrieve, organize, analyze, and distribute information to support department decision-making.
- Prepare, proofread, format, and maintain confidential correspondence, reports, and other documents.
- Maintain electronic and printed manuals, reference materials, and department records in accordance with applicable retention requirements.
- Utilize Microsoft Office, Zoom, Teams, Outlook, and other technology to support efficient department operations.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
