Assistant to Chairman Department of Surgery

University Health

7d•Onsite

About The Position

The Department of Surgery is seeking a highly skilled and dedicated Assistant to the Chair to provide executive-level administrative support to the Department Chair and faculty physicians. This pivotal role is ideal for a polished professional who thrives in a dynamic environment, anticipates needs before they arise, and is committed to supporting leadership at the highest standard. If you are motivated by meaningful work, excel in complex administrative coordination, and enjoy being trusted with responsibilities that genuinely influence departmental success, we invite you to consider joining our team.

Requirements

Associate’s degree in a related field, or equivalent experience and knowledge.
Three (3) years of progressively responsible administrative or executive assistant experience.
Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Zoom, and Teams.
Strong communication skills, professional presence, and ability to handle confidential information with discretion.
Ability to manage multiple priorities, meet tight deadlines, and work independently with sound judgment.
Experience working directly with physicians, residents, or medical students.

Nice To Haves

Bachelor’s degree in a related discipline.
Five (5) years of high-level administrative or program coordination experience.

Responsibilities

Manage and prioritize tasks, projects, and high-volume communications for the Chair and department physicians.
Maintain a precise executive calendar and ensure seamless preparation for meetings, commitments, and events.
Draft executive correspondence, reports, presentations, and annual departmental materials with clarity and professionalism.
Coordinate internal and external meetings including logistics, attendee communication, room setup, A/V needs, catering, minutes, and speaker arrangements.
Maintain and organize departmental documentation such as organizational charts, directories, onboarding materials, and department schedules.
Serve as a primary point of contact for staff, visitors, and external partners with professionalism and tact.
Support office operations including equipment setup, office moves, supply management, and internal communications.
Develop newsletters, invitations, brochures, and event-related materials to support departmental engagement.
Arrange travel and submit reimbursement requests for the Chair, faculty candidates, and invited speakers.
Process invoices, expenditures, and reimbursement requests while maintaining accurate financial records.
Coordinate onboarding processes with HR, Medical Staff Services, IT, Occupational Health, and University partners.
Ensure offboarding tasks are completed efficiently and compliantly.
Prepare and maintain reports, spreadsheets, graphs, and other presentation materials.
Manage departmental documents, electronic records, retention schedules, and mail distribution.
Prepare and proofread a wide variety of confidential documents.
Maintain thorough and accurate faculty files including licensure, memberships, performance evaluations, and training records.
Monitor required annual training and health compliance, escalating concerns when necessary.
Prepare rank recommendation letters and temporary privileges documentation for credentialing processes.
Organize department functions, faculty meetings, and academic celebrations.
Track PTO/CME hours and coordinate with HR on leave reporting.
Support quality improvement, safety initiatives, and uphold compliance regulations.
Perform other relevant responsibilities that support the department’s mission and operations.