Administrative Assistant 2 Hospital Medicine

Position Title: Administrative Assistant 2

Division: Hospital Medicine

Department: Internal Medicine

Position Summary:

The Division of Hospital Medicine is seeking a service-oriented, professional, flexible and adaptable Administrative Assistant to support faculty, administrators, and programs in alignment with our patient care, academic, and research missions. This role requires a proactive team player who consistently demonstrates the institutions core values of Inclusiveness, Empathy, Ownership, Determination, Sincerity, and Innovation.

The Administrative Assistant will perform a wide range of administrative and secretarial duties, including calendar management, meeting coordination, travel arrangements, document preparation, and liaison responsibilities for a dynamic division comprising over 170 faculty and staff across seven hospital locations. The ideal candidate will thrive in a dynamic environment, be highly organized, have a growth mindset and possess excellent communication and interpersonal skills. The administrative assistant is expected to be a self-starter, have excellent organizational, written, and verbal communication skills and the ability to work as a part of a team in a fast-paced, strategic environment.

Key Responsibilities:

• Manage and coordinate complex calendars and schedules for assigned faculty and administrators including scheduling and coordinating meetings, conferences, educational programs, and special events

• Organize meetings, conferences, educational programs, and special events, including logistics, catering, audiovisual support, and materials

• Attend meetings, record minutes, and distribute documentation

• Arrange domestic and international travel and lodging; process reimbursements and track expenses

• Draft and prepare, edit and format professional correspondence, reports, tables, and presentation materials

• Assist with grant applications, manuscripts, and research documentation

• Support faculty with credentialing, promotion amp; tenure documentation, CV updates, and CME tracking

• Serve as a liaison between faculty, staff, investigators, administration, and external partners

• Answer phones, respond to inquiries, and manage incoming/outgoing mail

• Support recruitment of faculty and staff including interview and hiring logistics and onboarding

• Serves as a point of contact for faculty, staff, and external partners and guests and detects and resolves day-to-day issues and conveys directives and instructions

• Maintain organized filing systems and perform divisional data entry and reporting across institutional platforms

• Provides cross-coverage and back up support for other administrative staff within the division to ensure seamless operations during absences or peak workload periods

• Perform other administrative duties as assigned

Ideal Candidate Qualifications:

• Skills amp; Competencies:

• Strong organizational and time management skills with attention to detail

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software

• Ability to manage multiple priorities and adapt to changing demands

• Demonstrated professionalism, discretion, and confidentiality

• Collaborative mindset with a commitment to inclusiveness and empathy

• Initiative-driven with a sense of ownership and determination to support team goals

• Open to innovation and continuous improvement in administrative processes

Core Values Expected in This Role:

• Inclusiveness: Fosters a welcoming and respectful environment for all

• Empathy: Demonstrates compassion and understanding in interactions

• Ownership: Takes responsibility and follows through on commitments

• Determination: Perseveres through challenges with a solutions-oriented approach

• Sincerity: Communicates honestly and builds trust

• Innovation: Seeks creative ways to improve workflows and support the mission

Minimum Education Required

High School Diploma or GED

Required Qualifications

Per CCS Specifications; six months experience (600 hours training) using computers to generate a variety of materials ranging from basic to complex; six months experience (600 hours course work) in office practices and procedures; six months experience (600 hours course work) in customer service. Requires successful completion of a background check. Selected candidate may be asked to complete a re-employment physical including a drug screen.

Career Roadmap

Function: Business Planning and Operations

Sub-function: Administrative Assistance

Career Band: Individual Contributor - Technical

Career Level: T2