Assistant to Chief (DOM) - General Medical Sciences

Scheduled Hours

40

Position Summary

The Assistant to the Chief serves as the primary administrative and operational support for the Division Chief of General Medicine, Geriatrics, and Hospital Medicine. This role requires exceptional organizational skills, advanced critical thinking, and the ability to anticipate the needs of a senior leader in a complex academic medical environment. The Assistant manages the Chief’s dynamic calendar, coordinates internal and external communications, arranges extensive travel, organizes faculty recruitment and guest lecturer visits, and prepares high-quality presentations and correspondence.

The Assistant plays a key role in supporting faculty appointments, reviews, and promotions, including coordinating and managing promotion and review processes within the Interfolio database, ensuring accuracy, completeness, and compliance with institutional policies. The position requires discretion, professionalism, and the ability to work both independently and collaboratively across departments and institutional partners.

Job Description

Plans, prepares, and manages travel and schedules for the Chief.

• Manages an intensive, frequently changing calendar, ensuring the Chief’s time is optimized and high-priority commitments are anticipated.
• Applies strong critical-thinking skills to resolve scheduling conflicts and anticipate logistical needs.
• Arranges comprehensive travel itineraries, including air, ground transportation, lodging, visas, and conference registrations. 

Meeting preparation, agenda development, and communication support.

• Anticipates and prepares meeting agendas, briefing materials, memos, and supporting documentation.
• Coordinates meeting logistics, including scheduling, space reservations, and virtual meeting platforms.
• Produces high-quality PowerPoint presentations with accurate data integration and professional formatting.
• Records, organizes, and distributes clear and actionable meeting minutes.
• Drafts and produces polished written communications on behalf of the Chief.

Faculty recruitment, reviews, and promotions coordination.

• Plans and manages all aspects of faculty recruitment visits, including scheduling interviews, organizing travel, and coordinating meetings with faculty and leadership.
• Serves as the primary contact for candidates, ensuring a professional and positive experience.
• Coordinates faculty annual reviews, reappointments, and promotion processes, tracking timelines and required documentation.
• Manages and maintains faculty review and promotion cases within the Interfolio system, including initiating cases, uploading materials, monitoring progress, and ensuring completeness and accuracy.
• Liaises with departmental, school, and university offices to ensure compliance with academic policies and deadlines.

Grant support and reporting.

• May assist with grant reviews, preparation of reports, and development of supporting documentation.
• Ensures submissions meet institutional, sponsor, and compliance requirements.

Expense coordination and financial processing.

• Manages payments and reconciles expenses for division activities, including travel, equipment, purchase orders, and events.
• Ensures all financial activity complies with departmental, university, and external grant policies.

Information management, action-item follow-up, and administrative support.

• Collects, integrates, and summarizes responses to information requests on behalf of the Chief.
• Tracks action items and follows up to ensure timely completion.
• Assists with appointment packets, faculty dossiers, and confidential academic records, ensuring accuracy and adherence to policy.​

Working Conditions

Job Location/Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Administrative Office (5 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Interpersonal Communication, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Oral Communications, Organizational Savvy, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.