A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
We're looking for a senior level administrative assistant who genuinely enjoys the academic side of medicine, the details, the structure, the organization, and the satisfaction of getting it exactly right.
This role sits at the center of our faculty's academic and professional work, specifically supporting CV development, Elements maintenance and scholarly documentation, with additional focus on high-volume procurement and reimbursements. It's a unique blend of transactional coordination and detail-oriented academic support ideal for someone who thrives in both worlds.
Our team culture matters a lot to us! We?re collaborative, supportive, and intentionally low on chaos. We help each other out, we communicate openly, and we take pride in the work we do without taking ourselves too seriously.
This position is part of a newly designed support model that allows clinical administrative staff to focus on operations, while this role leads our academic and professional workstream. You'll partner closely with faculty, leadership, and administrative teammates to keep things moving smoothly and accurately.
We are primarily remote, with occasional in-office time at our Burlington location - conveniently off the main medical campus, with easy parking and a quieter, more flexible work environment. Join us!
Provides centralized support for faculty academic, professional development, and research-related administrative activities within the Department of Physical Medicine & Rehabilitation.
This role manages work categorized as academic in nature, including faculty CV maintenance, procurement, reimbursement, research and scholarly support, and legal activity coordination. The position works closely with faculty, administrative clinical staff, and departmental leadership to ensure accurate documentation, timely processing of professional activities, and compliance with institutional requirements.
Academic Record & CV Management
- Maintain and update faculty CVs in accordance with Medical School formatting requirements.
- Perform regular updates and maintenance within the Elements faculty activity reporting system.
- Assist faculty with documentation of scholarly activity, publications, presentations, and professional service.
- Coordinate collection of materials required for academic promotion and review processes.
This role will serve as the primary administrative resource for faculty procurement activities and will manage a high volume of purchasing transactions related to academic, research, and professional operations.
- Coordinate the ordering and procurement of goods and services required for faculty academic, research, and professional activities, including technology, supplies, professional materials, and other approved purchases.
- Initiate and process purchases using appropriate university procurement methods such as Marketsite+ and PCard transactions in accordance with university guidelines.
- Identify and utilize approved university strategic suppliers and contracted vendors when sourcing goods or services.
- Monitor and track purchase orders, delivery timelines, and order fulfillment to ensure goods and services are received accurately and on schedule.
- Assist faculty and departmental leadership in navigating procurement processes and selecting the appropriate purchasing method for goods or services.
- Track procurement activity and maintain organized records for departmental purchasing transactions.
Reimbursements & Academic Expense Coordination
- Process reimbursements related to professional development, travel, and academic activities.
- Assist faculty with reimbursement documentation and submission requirements.
- Maintain records of professional development expenditures and funding balances.
Professional Development & CME Administration
- Coordinate conference registrations, membership renewals, and related professional activities as requested.
Scholarly & Research Support
- Assist clinical faculty with preparation of biosketches and academic documentation required for grants or collaborations.
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