Administrative Assistant to the Department Chair (Admin Associate 2)

Administrative Assistant To The Department Chair (Admin Associate 2)

Join a high-impact academic department supporting world-class clinical care, research, and education. We are seeking a proactive and highly organized Executive Assistant to provide primary administrative support to the Chair of the Department of Anesthesiology-a growing department with over 75 faculty, fellows, residents, and staff. In this visible and influential role, you will manage the daily operations of the Chair's office, serve as the central point of coordination for complex scheduling and high-level communications, and represent the department across key university and external partnerships.

Key Responsibilities :

• Provide high-level administrative support to the Department Chair, ensuring seamless day-to-day operations of the Chair's Office
• Manage a highly complex and dynamic electronic calendar, including confidential and time-sensitive scheduling
• Coordinate and facilitate key departmental leadership meetings (Faculty, Chiefs, and CSU meetings)
• Serve as liaison between the department and a wide range of stakeholders, including the Medical School Dean's Office, Academic Health Center, University of Minnesota Physicians (UMP), Fairview Health System, Regents Office, and external partners such as legal counsel, business leaders, professional organizations, and patients
• Build and maintain effective working relationships across the University, UMP, and Fairview systems
• Coordinate domestic and international travel for the Chair and visiting faculty; process reimbursements and expense reports
• Draft professional correspondence and briefing documents on behalf of departmental leadership
• Own and manage the department's annual faculty review process, a multi-month initiative critical to academic operations and faculty development
• Serve as the administrative point person for faculty promotions and advanced rank hires, ensuring compliance with institutional policies and timelines
• Lead efforts to enhance departmental engagement and recognition through management of the Department of Anesthesiology's branded merchandise store, and support onboarding initiatives for new faculty
• Lead the planning and execution of a wide range of high-profile departmental events that support faculty, trainees, alumni, and visiting scholars
• Serve as the primary planner for special events, including the Women in Anesthesiology (WIA) dinners and gatherings, overseeing RSVPs, venue coordination, guest communication, and itinerary alignment
• Work collaboratively with the Department Administrator to support the evolving needs of a dynamic academic medical department

Qualifications :

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.