Surgery Executive Assistant & Operations Specialist II

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

Benefits offered by this job

None

Job summary

University of Louisville in Louisville, KY, is seeking a Unit Specialist II in the Department of Surgery. You will manage the Chairman's calendar, coordinate meetings and travel, handle recruitment activities, and maintain confidential records.

The role requires strong communication and administrative skills and supports the Director of Marketing and Communications on department projects. The position offers a full-time on-site role within the Health Sciences Center and a pathway for career

Qualifications

• Bachelor's degree in a related field and two years of relevant experience or an equivalent combination of education and experience.

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 local, national, and international travel arrangements, meeting registrations, accommodations, speaking engagements, reimbursements, and related logistics.
• Coordinate faculty recruitment activities for the Department of Surgery, including scheduling interviews, arranging candidate itineraries, organizing travel and accommodations, hosting activities, and processing candidate reimbursements.
• Prepare, process, and maintain confidential correspondence and documentation, including contracts, grant materials, research proposals, faculty communications, and other sensitive departmental records.
• Maintain and update the Chairman's curriculum vitae, professional licenses, certifications, DEA registration, CME records, organizational memberships, and online professional 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 managing communications and responding to inquiries on behalf of the Chairman.
• Assist the Director of Marketing and Communications on projects and initiatives supporting the Chairman of Surgery and the Department.
• Perform other duties as assigned.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Zoom

Oral communication

Written communication

Interpersonal skills

Education

Bachelor's degree in a related field

Job description

University of Louisville in Louisville, KY, is seeking a Unit Specialist II in the Department of Surgery. You will manage the Chairman's calendar, coordinate meetings and travel, handle recruitment activities, and maintain confidential records.

The role requires strong communication and administrative skills and supports the Director of Marketing and Communications on department projects. The position offers a full-time on-site role within the Health Sciences Center and a pathway for career