Administative Aide

Duties Responsibilities Administrative and Executive Support • Provide comprehensive administrative and clerical support to the Chief AI Officer (CAIO). This includes calendar management and scheduling of complex meetings across academic, clinical, and external partners. • Serve as a primary point of contact for AI office inquiries. Draft and coordinate communications for review and approval. • Coordinate communications with campus units, clinical partners, research teams, and external organizations. • Coordinate meetings and activities for the CAIO, including managing schedules, preparing agendas, materials, and draft correspondence to support meetings and initiatives led by the CAIO. • Attend meetings as required to document decisions, track action items, and coordinate timely follow-up. • Prioritize requests, manage competing deadlines, and identify issues requiring escalation. • Maintain strict confidentiality and ensure appropriate information flow between the CAIO, senior leadership, faculty, staff, and external collaborators. Fiscal Responsibilities • Coordinate travel, conference registrations, and visas, as applicable for the CAIO. • Process reimbursements and facilitate expense reconciliation in accordance with university policy. • Coordinate travel for visiting speakers and scholars as required. Project and Event Support • Track projects, deadlines, and action items to support timely execution of CAIO office priorities. • Support the planning and coordination of meetings, events, and external engagements. • Provide specialized administrative support for special projects and cross-unit initiatives as assigned. AI-First Administrative Innovation and Workflow Development • Utilize and support implementation of AI-enabled tools to enhance scheduling, documentation, and communication processes. • Assist in identifying and testing opportunities to improve administrative workflows through automation and technology. Records and Documentation, Management (5%) • Maintain organized electronic and physical filing systems for CAIO Office records. • Track and route documents requiring review or signature to ensure timely completion. • Maintain internal reference materials and procedural documentation to support office operations. Other • Perform other duties as assigned. • Provide backup administrative support to related leadership offices or team members as needed. • Support onboarding and coordination of new CAIO Office staff • Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations. • Foster an inclusive workplace culture that values differing perspectives, experiences, and approaches. • Maintain effective and professional working relationships across the college’s internal and external partners, recognizing the distinct structures, priorities, and missions of each.