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

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

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.

Job Duties:

Administrative Support

• 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.

Division & Faculty Support

• 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.

Communication & Coordination

• 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.

Project Management

• 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.

Event Planning & Execution

• 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.

Technology & Systems Support

• 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.

Office & Travel Management

• 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.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications:

Work Experience: 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.

Preferred Qualifications:

Education: Bachelor's Degree preferable with focus in business administration, supply chain management or a similar field.

Work Experience:

• 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.

Skills:

• Interpersonal skills
• Organizational skills
• Time management
• Communication
• Multitasking

Required Documents:

• Resume/CV
• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and 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, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and 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 and additional voluntary retirement programs (457 or 403b) are available.

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Salary

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:

$60,800.00 - $91,200.00

Minimum

$60,800.00

Midpoint

$76,000.00

Maximum

$91,200.00

University of Kansas Medical Center