The Department of Medicine, Division of Nephrology is seeking a full time Administrative Assistant II. This position will be the primary front office contact in the Division of Endocrinology & Division of Nephrology, provide administrative support to the faculty and Division Administrator, and will be cross trained to perform other administrative tasks as needed for the division. This position interacts with all faculty, fellows, and staff of the division. The individual in this position must have the ability to analyze and present solutions to issues to the Division Administrator and Chief. This individual must possess skills to complete a variety of general administrative tasks, work independently, and multi task in a fast-paced environment.
Heavy use of computer systems: PeopleSoft, Excel and PowerPoint.

Essential Functions;

Administrative Support Duties for Division of Endocrinology 

Administrative & Office Management
• Develop and maintain an understanding of the Division’s unique requirements and priorities; coordinate activities with internal and external stakeholders.
• Manage all information flow (paper and electronic) into and out of the office; review, prioritize, and delegate correspondence as needed.
• Design and implement efficient office processes; establish and maintain office and filing systems.
• Maintain a professional and organized environment in the Chief’s office.
• Assist with general office operations, including phones, mail, package handling, and faculty/staff support.
Calendar & Meeting Coordination
• Coordinate and maintain calendars for the Division Chief and Administrator; screen and prioritize appointment requests.
• Schedule and support academic conferences and meetings, including logistics, communication, and material preparation.
• Record accurate messages and manage incoming calls for the Division's main and Chief’s office lines.
Travel & Event Planning
• Arrange travel for faculty and staff, including transportation, accommodations, and registration; prepare detailed itineraries.
• Collect travel receipts and ensure timely processing for reimbursements or payments.
Correspondence & Documentation
• Prepare confidential and routine documents (e.g., correspondence, memos, reports) using correct formatting and grammar.
• Maintain accurate CVs for assigned faculty; assist in obtaining journal articles and research materials.
Purchasing & Fiscal Support
• Process purchasing requests, quotes, and required documentation; order office supplies and renew licenses/memberships.
• Coordinate invoice and bill payments; maintain and reconcile P-Card expenses in accordance with university policies.
• Monitor and support fiscal transactions, including those on restricted accounts and research projects; investigate and resolve discrepancies.

Administrative Support Duties for the Division of Nephrology

Division & Office Coordination
• Understand Division of Nephrology, Hypertension, and Renal Transplantation priorities.
• Support Chief and Administrator by independently managing projects and timelines.
• Coordinate activities across Department, College, Hospital, and external partners.
• Manage incoming/outgoing correspondence; prioritize and delegate appropriately.
• Design and update office processes, policies, and procedures.
Calendar & Meeting Management
• Maintain calendars for Chief, Administrator, and assigned faculty.
• Screen and prioritize meeting requests and appointment scheduling.
• Schedule and support meetings, including space booking and material preparation.
• Record and transcribe divisional meeting minutes.
Consult Line & Communication
• Manage the inpatient consult request line; assign and confirm consults.
• Upload consult information into internal database and Epic.
• Answer division phone lines and handle external correspondence.

Faculty & Staff Support
• Provide administrative support to the Chief, Assistant Director, and Transplant Director.
• Coordinate daily clinical coverage with faculty, fellows, and OPS faculty.
• Maintain and update contact info for all faculty on key systems.
• Report Faculty time off in the system
• Maintain Nephrology Website
Meetings, Conferences & Records
• Assist with meeting logistics, including ordering meals, creating QR codes and preparing presentations.
• Maintain and distribute division calendars and conference attendance lists.
• Organize and file documents, correspondence, and other records as directed