Assistant to Chair - College of Medicine/Office of Health Sciences

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Job description

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Job Title:

Assistant to Chair

Department:

Medicine | School Biomedical Sciences Neuroscience

Job Description

The Assistant to the Chair of the Department provides high-level administrative support, ensuring seamless coordination of daily operations, strategic initiatives, and executive functions. This role requires discretion, independent judgment, and the ability to anticipate leadership needs while managing complex administrative processes. The Assistant to the Chair serves as the primary liaison for the Chair, managing communications, scheduling, event planning, and high-priority projects.

Playing a central role in managing and streamlining the department's daily operations. This position provides high-level, comprehensive administrative support to the Vice Chairs, including managing complex calendars, coordinating meetings, preparing agendas, recording and distributing minutes, and handling sensitive correspondence with discretion. The role oversees core business functions such as finance, human resources, outreach and marketing, and space and facilities management. In close collaboration with department leadership to ensure alignment with strategic goals and compliance with institutional policies.

Supports and assists Department Administrator and Neurosciences Faculty in managing and coordinating all phases of daily operations of the Department of Neuroscience; assists department administrator with fiscal and human resource activities; coordinates special projects, events and reports; maintains department website; researches, collects and interprets information and data to aid department leadership in decision making; participates in development of departmental policies and procedures, and shares responsibility for implementation and compliance; serves as safety representative, travel coordinator and equipment coordinator.

• Executive Support: Provides comprehensive administrative support to the Chair, managing correspondence, prioritizing tasks, and handling sensitive information with discretion. Anticipates the Chair's needs and takes independent action to resolve issues.

• Scheduling & Calendar Management: Proactively manages the Chair's schedule, coordinating meetings, travel, and speaking engagements. Ensures the Chair is prepared with relevant materials and briefings.

• Point of Escalation: Serves as the department's primary point of escalation for process and system-related inquiries, troubleshooting issues and coordinating resolutions with appropriate stakeholders.

• Meeting Coordination: Plans and coordinates high-level meetings, preparing agendas, distributing materials, and capturing key decisions and action items. Ensures seamless execution of department leadership meetings and external engagements.

• Special Events Management: Leads the coordination of departmental special events, including faculty meetings, leadership retreats, and donor engagements. Manages logistics, guest lists, and event execution.

• Travel Planning: Arranges and oversees complex domestic and international travel for the Chair, including itineraries, accommodations, and logistics, ensuring efficiency and flexibility.

• Stakeholder Communication: Acts as a liaison between the Chair and internal/external constituents, including faculty, hospital administration, external organizations, and high-profile individuals. Conveys directives, policies, and critical information.   The assistant is responsible for categorizing inquiries and correspondence and communicating directives from leadership.  Ensures effective communication, operational continuity, and a high standard of administrative service across all facets of the department. 

• Confidentiality & Discretion: Maintains strict confidentiality while handling highly sensitive discussions, personnel matters, and strategic department initiatives.

• Process Improvement & Strategic Initiatives: Identifies opportunities to improve department operations, supporting the Chair in executing strategic priorities and initiatives.  Handles expense reimbursements and contributes to strategic planning by researching, compiling, and analyzing data to produce detailed departmental reports.

• Project Management: Supports research and academic activities, monitors timelines, and ensures timely execution of key deliverables.

• Faculty - Recruitment: Manages scheduling for faculty recruitment, coordinating interviews, arranging candidate travel and building detailed itineraries. Provides department tours and ensures a welcoming experience. Administers follow up surveys to assess the candidate experience and identify areas for improvement.  Assists with the required aspects of faculty promotion through the Appointment, Promotion and Tenure (AP&T) process.

Minimum Education and Required Qualifications:

High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 4 years of relevant experience required. 6 or more years of relevant experience preferred.

Experience in customer service or communications, including researching, analyzing & interpreting information; operation of spreadsheet, publication, and/or presentation software and related computer equipment; experience in an administrative support capacity including scheduling appointments is desired.

Function: Business Operations and Planning

Sub-function: Administrative Assistance

T4

Additional Information:

Location:

Biomedical Research Tower (0112)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

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The university is an equal opportunity employer, including veterans and disability.