Executive Assistant - Internal Medicine (Pulmonary, Critical Care, and Sleep Medicine)

University of Kansas Medical Center•Kansas City, MO

2d•$60,800 - $91,200•Onsite

About The Position

The Executive Assistant in the Division of Pulmonary, Critical Care, and Sleep Medicine supports the Division Director and faculty by providing administrative and operational assistance across divisional activities. The role includes managing schedules, coordinating meetings, and supporting administrative processes such as faculty evaluations and routine divisional functions. The Executive Assistant works closely with divisional leadership to help ensure efficient daily operations, clear communication, and adherence to established administrative procedures.

Requirements

Seven (7) years of experience in business or public administration, education or related field or related experience.
Relevant education may substitute for experience on a year for year basis.

Nice To Haves

Bachelor's Degree preferable with focus in business administration, supply chain management or a similar field.
Five (5) years of experience as a Coordinator, Administrative Assistant, or similar position in an academic environment.
Experience with Workday.
Experience supporting faculty and staff in a higher education setting.
Interpersonal skills
Organizational skills
Time management
Communication
Multitasking

Responsibilities

Provide comprehensive administrative support to the Division Director and faculty.
Manage the Division Director’s complex calendar with precision, including scheduling and prioritizing appointments, meetings, and travel plans.
Prepare and distribute meeting materials, including agendas, presentations, reports, and follow-up documentation.
Ensure all documentation and reports are formatted, accurate, and delivered ahead of deadlines.
Provide logistical support for virtual and in-person meetings, including room bookings, equipment setup, and catering arrangements.
Act as the first point of contact for internal and external inquiries.
Monitor deadlines and follow up on outstanding tasks or projects.
Assist in coordinating and supporting divisional meetings, including faculty meetings, strategic planning sessions, and annual retreats.
Manage divisional administrative processes, such as the Annual Faculty Assessment (AFA) evaluations, faculty onboarding, and performance documentation.
Support faculty-related processes such as promotion and tenure reviews including writing initial drafts of letters of support.
Ensure seamless communication and coordination between the division, faculty, and department leadership.
Maintain division-wide records, including faculty credentialing, certification renewals, and compliance tracking.
Assist with faculty recruitment including organizing faculty recruitment visits.
Onboarding and administrative support of new faculty.
Screen, prioritize, and handle incoming correspondence, emails, and phone calls.
Draft, proofread, and edit correspondence, memos, and reports on behalf of the Division Director.
Communicate with internal and external stakeholders, maintaining strong relationships and addressing inquiries.
Handle confidential information with discretion, ensuring sensitive matters are appropriately managed.
Coordinate with team members and other departments to streamline communication and workflow processes.
Oversee and track the progress of multiple concurrent projects, providing regular status updates to the Division Director and relevant stakeholders.
Assist in creating project timelines, assigning tasks, and ensuring accountability within the team.
Conduct research and compile background information to assist in strategic planning and decision-making.
Develop and maintain detailed project documentation, including timelines, deliverables, and key contacts.
Identify and resolve project-related challenges, propose innovative solutions to keep initiatives on track.
Plan and coordinate events, such as seminars, workshops, faculty meetings, and conferences.
Handle logistics, including venue selection, vendor negotiations, participant communication, and on-site coordination.
Ensure the Division Director and faculty have the necessary technology tools and resources for seamless operations, including troubleshooting minor IT issues.
Maintain proficiency in and utilize organizational systems and software to streamline administrative tasks (e.g., scheduling tools, document management systems).
Implement and maintain a digital filing system to ensure easy access to documents and records.
Maintain a well-organized and professional office environment, ensuring all supplies and resources are available.
Handle ad hoc administrative requests, including photocopying, scanning, and binding documents.
Oversee incoming and outgoing mail and packages, ensuring timely delivery and follow-up.
Coordinate domestic and international travel, including booking flights, hotels, transportation, and preparing itineraries.
Ensure all travel arrangements align with organizational policies and the Division director preferences.
Prepare travel expense reports and manage reimbursements efficiently.

Benefits

Coverage begins on day one for health, dental, and vision insurance
Includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan.
Employer-paid life insurance
Long-term disability insurance
Various additional voluntary insurance plans are available.
Paid time off, including vacation and sick, begins accruing upon hire
Ten paid holidays.
One paid discretionary day is available after six months of employment
Paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment.
A retirement program with a generous employer contribution
Additional voluntary retirement programs (457 or 403b) are available.