General DescriptionDepartment: DOM Hospitalist Monday-Friday 8:30a.m.-5:00p.m. 40 hrs.
Position to provide administrative support for Director, Associate Director, and Administrator of Hospital Medicine at JHBMC, HCGH and Suburban hospitals, the Associate Director, Associate Director, and Administrator of Hospital Medicine at JHBMC, and the Administrator of Hospital Medicine at JHBMC. Will also provide support for other JHM Hospital Medicine leadership and administrative personnel, as well as overall divisional functions.
Duties and Responsibilities:
Maintain the Director, Associate Director, and Administrator's professional calendar, coordinating and scheduling all meetings including but not limited to: Divisional meetings including staff meetings, executive council meetings, and ad hoc meetings. Annual faculty reviews performed by the Director, Associate Director, and Administrator. JHM leadership and financial meetings. Professional society commitments. Speaking engagements. Site visits. Assist the Director, Associate Director, and Administrator in daily coordination of activities, including providing reminders, supplying directions, and coordinating needed materials. Arrange all professional travel for Director, Associate Director, and Administrator and coordinate with appropriate financial managers to facilitate timely reimbursement of applicable expenses. Prepare correspondence and documents such as letters of recommendation, reports, HR and faculty appointment paperwork, and other departmentally required documents. Assist Director, Associate Director, and Administrator in the production of academic work and grant writing, including transcribing and proofreading, report and chart creation, document compilation, and assistance in submittal to necessary organization and publications. Answer the direct office line of the Director, Associate Director, and Administrator, screening calls, taking messages, and ensuring communication of all necessary information in a timely fashion. Coordinate with the JHM Hospital Medicine administrative support teams at all sites, synthesizing work flows when applicable, and participating in all cross-locational team interactions and projects to foster efficiency, collaboration and teamwork between sites.
Assist in the coordination of annual reviews of the Hospital Medicine groups, including creation and collection of required information, coordinating meeting times and locations, and assisting in securing necessary supplies and other materials. Serve as the front-line representative for the Director, Associate Director, and Administrator by participation in meetings, events, conferences, etc., requiring a high level of communication and organizational skills. Participate in special projects or adopt responsibility for new processes and initiatives as needed. Provide mentorship and training to new or junior JHM administrative team members as needed. Provide back-up general office support including but not limited to answering phones, ordering supplies, submitting service requests, collecting and distributing mail, etc. Provide back-up support for other administrative positions/duties as needed due to absences or vacancies. Other duties as assigned.