Job Description

Responsibilities/Duties:

Faculty Operations Management

Provide primary administrative support for the Division of Gynecologic Oncology and their faculty/providers.
Provide secondary administrative support for the Division of Maternal Fetal Medicine, the Division of Obstetrics, Gynecology, and Midwifery, the Division of Complex Family Planning and the Division of Urogynecology.
Manage faculty calendars and schedule meetings, including making decisions on a daily basis regarding the faculty's electronic calendars.
Provide support with composition, word processing, editing, and formatting correspondence, curriculum vitae, manuscripts/reviews/abstracts, bibliographies, grant paperwork and reports.
Assist with travel arrangements for faculty (airline reservations, hotel reservations, and meeting registration) related to conferences and speaking engagements.
Process finance transactions including expense payments, employee reimbursements, purchasing card transactions, and travel reimbursements.
Special projects as assigned.
Clinical Operations Support

Responsible for clinic and hospitalist schedules and data entry into scheduling software.
Provide primary support for the Division of Gynecologic Oncology and their clinical practice.
Provide back-up clinical support for the Division of Maternal Fetal Medicine, the Division of Obstetrics, Gynecology, and Midwifery, the Division of Complex Family Planning and the Division of Urogynecology.
Faculty Human Resources Administration

Faculty Onboarding & Offboarding: Coordinate administrative onboarding workflows for incoming Gynecologic Oncology faculty; partner closely with the HR Coordinator to manage credentialing, space allocation, and initial scheduling setup, as well as offboarding logistics for departing faculty.
Annual Faculty Review Process: Manage the administrative lifecycle for annual faculty reviews, including timeline tracking, dossier collection, scheduling review meetings, and ensuring all required evaluation metrics are completed and submitted.
Promotion & Tenure (P&T) Dossier Preparation: Oversee the compilation, formatting, and tracking of formal dossiers for faculty promotion and tenure; serve as the administrative liaison with the HR Coordinator to ensure compliance with university guidelines and submission deadlines.
Departmental Program and Project support

Assist with departmental events e.g. receptions, retreats, faculty/staff meetings.
Manage department Zoom logistics, including hosting webinars, coordinating breakout rooms, and troubleshooting audio/visual technology and equipment for virtual and hybrid program events; navigate electronic medical records as required for administrative support.
Assist with recruitment workflows and manage the logistical onboarding of new hires and offboarding of departing staff and faculty.
Utilize AI Gemini to optimize administrative efficiency, including drafting initial communications, creating templates, summarizing meeting minutes, and assisting with project outlines.
Serve as departmental and division information source, answering and triaging phone calls.
Special projects as assigned.
Department Communications

Contribute to the drafting and design of departmental announcements, newsletters, social media and promotional materials.
Coordinate marketing and promotional communications for major departmental events, including receptions, retreats, and faculty/staff meetings.
Provide digital and design support for the department website and related divisional web pages, including content updates, layouts, and data entry.
Special projects as assigned.
Qualifications
All required qualifications must be documented on application materials

Required Qualifications:

High School Diploma/GED and five (5) years of related office and administrative experience. Training/education may be substituted for up to two (2) years of experience.
Computer experience using Google calendar and Gmail, MS Office (Word, Excel, PowerPoint, at a minimum) and maintaining calendars for multiple individuals.
Ability to multi-task and prioritize in a fast-paced environment, work independently, show initiative, meet deadlines, and provide administrative support to multiple people.
Collaboration and service-oriented, with a focus on supporting team members, department faculty, and the University at large
Preferred Qualifications:

Excellent interpersonal and communication skills (written & verbal), with a strong ability to synthesize complex details clearly, adapt tone appropriately, and maintain high standards of professionalism across all communications.
Exceptional organizational and problem-solving skills.
Experience scheduling complex meetings with multiple participants using various electronic calendar systems and arranging event details
Intermediate to advanced computer skills including proficiency with Microsoft Office and electronic calendars.
Knowledge of and experience with electronic medical records, Zoom meeting platform management (including webinar hosting and breakout rooms), and audio/visual technology and equipment.