Assistant to Chairman Department of Surgery

**If you are a current University Health or University Health Physicians employee and wish to be considered, you must apply via the internal career site.** **Please log into [myWORKDAY](http://www.myworkday.com/trumed/d/home.htmld) to search for positions and apply.** Assistant to Chairman Department of Surgery 101 Truman Medical Center **Job Location** ================ University Health 1 (UH1) Kansas City, Missouri **Department** ============== Admin Surgery UHTMC **Position Type** ================= Full time **Work Schedule** ================= 8:00AM - 4:30PM **Hours Per Week** ================== 40 **Job Description** =================== The Department of Surgery is seeking a highly skilled and dedicated **Assistant to the Chair** to provide executive-level administrative support to the Department Chair and faculty physicians. This pivotal role is ideal for a polished professional who thrives in a dynamic environment, anticipates needs before they arise, and is committed to supporting leadership at the highest standard. ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- If you are motivated by meaningful work, excel in complex administrative coordination, and enjoy being trusted with responsibilities that genuinely influence departmental success, we invite you to consider joining our team. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- **Executive & Administrative Leadership Support** ------------------------------------------------- * Manage and prioritize tasks, projects, and high-volume communications for the Chair and department physicians. -------------------------------------------------------------------------------------------------------------- * Maintain a precise executive calendar and ensure seamless preparation for meetings, commitments, and events. ------------------------------------------------------------------------------------------------------------ * Draft executive correspondence, reports, presentations, and annual departmental materials with clarity and professionalism. --------------------------------------------------------------------------------------------------------------------------- * Coordinate internal and external meetings including logistics, attendee communication, room setup, A/V needs, catering, minutes, and speaker arrangements. ---------------------------------------------------------------------------------------------------------------------------------------------------------- * Maintain and organize departmental documentation such as organizational charts, directories, onboarding materials, and department schedules. -------------------------------------------------------------------------------------------------------------------------------------------- **Operational Excellence** -------------------------- * Serve as a primary point of contact for staff, visitors, and external partners with professionalism and tact. ------------------------------------------------------------------------------------------------------------- * Support office operations including equipment setup, office moves, supply management, and internal communications. ------------------------------------------------------------------------------------------------------------------ * Develop newsletters, invitations, brochures, and event-related materials to support departmental engagement. ------------------------------------------------------------------------------------------------------------ **Financial & Recruitment Support** ----------------------------------- * Arrange travel and submit reimbursement requests for the Chair, faculty candidates, and invited speakers. --------------------------------------------------------------------------------------------------------- * Process invoices, expenditures, and reimbursement requests while maintaining accurate financial records. -------------------------------------------------------------------------------------------------------- **Physician Onboarding & Offboarding** -------------------------------------- * Coordinate onboarding processes with HR, Medical Staff Services, IT, Occupational Health, and University partners. ------------------------------------------------------------------------------------------------------------------ * Ensure offboarding tasks are completed efficiently and compliantly. ------------------------------------------------------------------- **Data, Technology, & Document Management** ------------------------------------------- * Prepare and maintain reports, spreadsheets, graphs, and other presentation materials. ------------------------------------------------------------------------------------- * Manage departmental documents, electronic records, retention schedules, and mail distribution. ---------------------------------------------------------------------------------------------- * Prepare and proofread a wide variety of confidential documents. --------------------------------------------------------------- **Evaluation, Credentialing & Compliance** ------------------------------------------ * Maintain thorough and accurate faculty files including licensure, memberships, performance evaluations, and training records. ----------------------------------------------------------------------------------------------------------------------------- * Monitor required annual training and health compliance, escalating concerns when necessary. ------------------------------------------------------------------------------------------- * Prepare rank recommendation letters and temporary privileges documentation for credentialing processes. ------------------------------------------------------------------------------------------------------- **Events & Additional Responsibilities** ---------------------------------------- * Organize department functions, faculty meetings, and academic celebrations. --------------------------------------------------------------------------- * Track PTO/CME hours and coordinate with HR on leave reporting. -------------------------------------------------------------- * Support quality improvement, safety initiatives, and uphold compliance regulations. ----------------------------------------------------------------------------------- * Perform other relevant responsibilities that support the department’s mission and operations. --------------------------------------------------------------------------------------------- **Minimum Qualifications:** --------------------------- * Associate’s degree in a related field, or equivalent experience and knowledge. ------------------------------------------------------------------------------ * Three (3) years of progressively responsible administrative or executive assistant experience. ---------------------------------------------------------------------------------------------- * Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Zoom, and Teams. -------------------------------------------------------------------------------------- * Strong communication skills, professional presence, and ability to handle confidential information with discretion. ------------------------------------------------------------------------------------------------------------------- * Ability to manage multiple priorities, meet tight deadlines, and work independently with sound judgment. -------------------------------------------------------------------------------------------------------- * Experience working directly with physicians, residents, or medical students. ---------------------------------------------------------------------------- **Preferred Qualifications:** ----------------------------- * Bachelor’s degree in a related discipline. ------------------------------------------ * Five (5) years of high-level administrative or program coordination experience. -------------------------------------------------------------------------------