UNIV - Executive Assistant - Surgery: Office of the Chair

Medical University of South Carolina • Charleston, SC

4d

About The Position

The Department of Surgery is actively recruiting for an Administrative Coordinator II to serve as the administrative contact and support for the Chair and representative contact for the department.

Requirements

• A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services.

Responsibilities

• Act as the primary administrative contact and support for the Chair, serving as a key representative for the Department of Surgery. Manages their calendar and schedules to include coordinating and scheduling of biweekly/monthly/bimonthly meetings with high level individuals and contacts to include, the Dean, other Department Chairs within the College, Divisional leaders within the Department of Surgery, and Department Administrator. Organize and facilitate Department Meetings for Leadership, Faculty, Clinical Council, and Resident meetings including, preparing agendas, sending meeting minutes, invitations and reserving appropriate venues. Maintain membership renewals, certificates and licenses.
• Coordinates, implements, and executes Department of Surgery Chairman’s events, including the quarterly staff forum, chairman’s employee birthday celebrations, and the Post Graduate Course. Assists with planning the annual holiday party. Provides administrative support by scheduling meetings, sending reminders, and assisting with special projects and miscellaneous meetings as needed.
• Prepares and manages chair letters of recommendation (LOR) requests for faculty, fellows, students, and independent evaluations. Provides support in drafting and processing LORs for new faculty, affiliate and dual appointments, faculty promotions and tenure recommendations, and other correspondence as needed.
• Act as point of contact for all leadership faculty recruitment positions (division chiefs, lab startups, and etc.) Assist and back up for all faculty recruitment positions.
• Arrange travel for out-of-town meetings, conferences, and events for the Chair. This includes completing meeting registration forms and processing payments, coordinating travel dates and making airline and hotel reservations, reviewing meeting agendas and creating comprehensive itineraries for meetings, activities and events, organizing dinner arrangements for MUSC Department faculty attending overnight conferences and events, and collect and organize all necessary materials and receipts for travel reimbursements upon return.
• Oversee conference room usage requests and ensure they are properly organized and functional. Maintain the main kitchen area and manage mail distribution for the department.
• Work with the Curtis P. Artz Medical Society team for all alumni events and meets. Act as liaison to chair for the Curtis P. Artz team.
• Serves as administrative contact and support for the Vice Chair, Finance and Administration to include travel arrangements, calendar maintenance, meeting coordination and special projects as needed.
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees