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Assistant to Chair, Department of Medicine

Support Executive Leadership. Coordinate Physician Operations. Drive Department Excellence.

University Health is seeking an accomplished and highly organized Assistant to Chair (Department of Medicine) to provide high-level administrative support to a Department Chair and department physicians. This role serves as a trusted administrative partner and key point of contact for the department, coordinating complex schedules, meetings, communications, physician recruitment, onboarding, financial activities, credentialing requirements, and department-wide initiatives.

This position is ideal for a seasoned administrative professional who demonstrates exceptional judgment, discretion, organization, and communication skills and is comfortable working with physicians, executive leaders, external partners, patients, and other key stakeholders.

What You’ll Do

Executive & Department Administration

• Serve as the primary administrative point of contact for the Department Chair and department physicians.
• Manage and maintain the Chair’s complex calendar, priorities, meetings, and competing demands.
• Draft and coordinate internal and external correspondence, reports, presentations, and other communications on behalf of the Chair.
• Prepare annual department reports, presentations, newsletters, brochures, invitations, and event materials.
• Coordinate internal and external meetings, including agendas, invitations, conference rooms, catering, audiovisual requirements, speakers, minutes, and follow-up communications.
• Maintain department organizational charts, directories, onboarding/offboarding checklists, and other operational documentation.
• Coordinate office equipment, furnishings, technology, supplies, office setups, and department moves.
• Serve as a professional and responsive point of contact for department staff, physicians, patients, visitors, and external stakeholders.
• Support department leadership and Medical Staff with special projects, operational priorities, and periods of increased demand.

Physician Scheduling & Operations

• Gather, organize, update, publish, and maintain monthly physician schedules, including call schedules across department Medical Staff and UH campuses.
• Communicate hospital policy and procedure updates to department physicians and Medical Staff.
• Coordinate department functions, faculty meetings, academic celebrations, lectures, and other activities.
• Track and report PTO and CME hours for UHP-employed faculty and coordinate applicable leave matters with UHP Human Resources.
• Support operational continuity by proactively identifying needs, resolving issues, and coordinating appropriate follow-up.

Finance & Physician Recruitment

• Coordinate travel arrangements and reimbursement requests for the Chair, invited speakers, faculty candidates, and other external guests.
• Process invoices and reconcile budget expenditure records for Charitable Foundation accounts.
• Process check requests and reimbursement requests through myWorkday for physicians, the Chair, external guests, and faculty candidates.
• Coordinate reimbursement activities related to travel, licensure, professional memberships, education, and physician recruitment.
• Provide administrative support throughout the physician recruitment process.

Physician Onboarding & Offboarding

• Coordinate required Medical Staff physician onboarding documentation with the UH Executive Office, Medical Staff Services, Occupational Health, Information Technology, University Health Physicians, and UMKC School of Medicine.
• Monitor onboarding requirements and facilitate timely completion across multiple departments and stakeholders.
• Coordinate physician offboarding activities and ensure required tasks are completed appropriately and on schedule.

Credentialing, Faculty Records & Compliance

• Maintain accurate and confidential faculty records, including licenses, professional memberships, committee appointments, CVs, photographs, contact information, office assignments, equipment assignments, and performance evaluations.
• Monitor annual training and Occupational Health requirements and follow up on outstanding requirements.
• Prepare faculty appointment and credentialing documentation, including rank recommendation letters and temporary privileges letters.
• Support faculty appointment processes involving UMKC School of Medicine and affiliated clinical organizations.
• Maintain current knowledge of applicable regulations, standards, policies, and compliance requirements.
• Handle highly sensitive and confidential information with the utmost discretion.

Data, Technology & Reporting

• Maintain department data, documents, electronic files, and document management systems.
• Develop and maintain Excel spreadsheets, reports, graphs, schedules, and presentation materials.
• Retrieve, organize, analyze, and distribute information to support department decision-making.
• Prepare, proofread, format, and maintain confidential correspondence, reports, and other documents.
• Maintain electronic and printed manuals, reference materials, and department records in accordance with applicable retention requirements.
• Utilize Microsoft Office, Zoom, Teams, Outlook, and other technology to support efficient department operations.

What We’re Looking For

• Associate’s degree in Health Sciences, Business, Public Administration, Education, or a related field, or an equivalent combination of education and experience.
• Three years of progressively responsible administrative experience, including administration of an education program, executive assistant experience, or advanced secretarial experience.
• Advanced proficiency with Microsoft Word, PowerPoint, Excel, Outlook, Zoom, and Teams.
• Exceptional written and verbal communication skills with a polished, professional presence and strong customer service orientation.
• Demonstrated ability to interact effectively with physicians, patients, government and community leaders, Medical Staff, and the general public.
• Strong judgment and discretion when handling confidential and sensitive information.
• Ability to recognize priorities, manage complex incoming requests, and respond appropriately to time-sensitive matters.
• Strong organizational skills and the ability to manage multiple projects, competing priorities, and tight deadlines with minimal supervision.
• Ability to research policies and procedures, process and integrate complex information, perform basic bookkeeping functions, and exercise independent judgment.
• Demonstrated ability to work collaboratively with department staff and independently resolve problems and complete projects.
• Experience working directly with physicians, residents, and medical students.

Preferred Qualifications

• Bachelor’s degree in Health Sciences, Business, Public Administration, Education, or a related field, or an equivalent combination of education and experience.
• Five years of progressively responsible administrative experience, including administration of an education program, executive assistant experience, or advanced secretarial experience.

Why This Role Matters

This is more than an administrative support position—it is a trusted partnership role at the center of physician and department operations. Your ability to anticipate needs, manage complex details, protect confidential information, and coordinate across clinical, academic, executive, and operational teams will directly contribute to the department’s success.

Bring your organizational expertise, professional presence, and commitment to service to a role where every detail helps physicians lead, patients receive exceptional care, and the department continues to thrive.