Job Description
45% Administrative Support for Section Lead and/or Program Directors
* Utilize independent judgment and knowledge to respond to a wide variety of inquiries from medical faculty and staff, but not limited to, general office protocol and Departmental and University services and policies.
* Manage complex electronic calendars to include scheduling appointments and planning and coordinating meetings.
* Perform financial duties including timely submission of travel and other expenses for reimbursement on behalf of the faculty as requested.
* Supports Program Directors for any other required activities and events determined to support the success of the program.
25% General Administrative and Program Support
* Coordinate special conferences and seminars as requested, including hosting international visitors, preparing travel and meeting itineraries, and arranging audiovisual support.
* Prepare, and compose information and promotional materials for marketing, displays, conferences, news items, and other purposes as directed by division leadership.
* Provide administrative support for coordinating events (e.g., lectureships, Grand Rounds, Employee Appreciation events, Annual Conferences, and other educational and philanthropic events). Work according to University policy with Departmental, University and external partners to:
o Identify and schedule appropriate venues, rooms, or facilities
o Facilitate AV requests
o Order food and refreshments
o Support onsite event logistics
o Manage calendar invitations
o Support event-related communications
o Arrange payment for goods and services
* Work closely with the Cardiovascular Division administrative support staff to provide cross-coverage for other cardiology faculty as needed during vacations, medical leaves, and employee transitions.
20% Project Support and Coordination
* Organize and distribute agenda and take meeting notes of weekly and ad hoc meetings.
10% Other Responsibilities as assigned
* Provide additional administrative support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the department, distributing packages, getting and distributing mail, running errands
This is a temporary position that will last up to 67 business days and will work up to 40 hours per week. This position is not eligible for benefits and is not permanent.
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