Executive Assistant, Surgery Department

University-of-Louisville; Louisville (TN); On-site; USD 48,000 - 72,000; Full time

Job summary

University of Louisville is seeking a Unit Specialist II in the Department of Surgery to manage the Chairman's calendar, coordinate meetings and travel, and support faculty recruitment and confidential documentation. The role requires strong communication, organizational, and administrative skills within a hospital/academic setting.

Responsibilities include maintaining CVs and licenses, coordinating weekend schedules, and assisting leadership with various office operations.

Qualifications

• Bachelor's degree in a related field and 2 years of relevant experience or an equivalent combination of education and experience.
• Proficient in Microsoft Outlook, Word, Excel, and PowerPoint; experience using Microsoft Teams and Zoom.
• Effective oral, written and interpersonal communication skills.

Responsibilities

• Manage the Chairman of Surgery's complex calendar, including administrative meetings, patient clinic schedules, surgery schedules, academic commitments, interviews, media engagements, and other departmental responsibilities.
• Coordinate meetings and conference calls with Program and Division Directors, faculty, residents, students, executive leadership, scientific organizations, and editorial boards.
• Serve as the primary administrative liaison for the Chairman of Surgery, coordinating travel arrangements, meeting registrations, accommodations, speaking engagements, reimbursements, and related logistics.
• Coordinate faculty recruitment activities for the Department of Surgery, including scheduling interviews, arranging itineraries, hosting activities, and processing reimbursements.
• Prepare, process, and maintain confidential correspondence and documentation, including contracts, grant materials, research proposals, and faculty communications.
• Maintain and update the Chairman's curriculum vitae, professional licenses, certifications, DEA registration, CME records, organizational memberships, and online profiles.
• Manage departmental conference room schedules and related administrative resources.
• Coordinate and organize administrative weekend coverage schedules for the Chairman and Division of Surgical Oncology faculty.
• Assist the Department Administrator with administrative operations and office functions, including handling communications and inquiries for the Chairman.
• Assist the Director of Marketing and Communications on projects supporting the Chairman and Department.

Skills

Outlook

Word

Excel

PowerPoint

Microsoft Teams

Zoom

Communication

Education

Bachelor's degree in a related field

Tools

Office suite

Job description

University of Louisville is seeking a Unit Specialist II in the Department of Surgery to manage the Chairman's calendar, coordinate meetings and travel, and support faculty recruitment and confidential documentation. The role requires strong communication, organizational, and administrative skills within a hospital/academic setting.

Responsibilities include maintaining CVs and licenses, coordinating weekend schedules, and assisting leadership with various office operations.