Administrative Associate - Ophthalmology Department

Departmental Job Description

The Ophthalmology Department is seeking an Administrative Associate to provide crucial support to our Clinical team in their on-site clinic. The candidate will expected to perform the following job duties:

• Coordinating faculty schedules, travel arrangements, and meeting itineraries.
• Overseeing faculty recruitment, personnel actions, and orientation.
• Handling scheduling, use of facilities, and inventory management.
• Processing Payment Requests
• Ordering Supplies
• Preparing complex reports and supporting special projects, including manuscripts, presentations, and course materials.
• Additionally, this role supports faculty with day-to-day functions such as travel, meeting scheduling, time off requests, phone calls, lab coats, reimbursements, daily schedules, maintaining CVs, billing sheets, certifications, licensure, surgery billing information, and credentialing.

Experience and Education

• High school graduation or GED and four (4) years related experience.

• Testing may be required.

• May consider higher education completed in lieu of minimum requirements.

Job Duties

• Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university.

• Reviews department policy manuals periodically to update and institute changes as necessary.

• May provide comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator.

• Monitors and maintains unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with annual budget process.

• May have delegated approval authority for all dollar level expenditures for designated entity; coordinates process for items requiring Chair level approval, and/or has delegated approval authority over these items.

• Coordinates supervisor's schedule; makes travel arrangements; plans meeting itineraries, etc. for supervisor or outside visitors.

• Coordinates details of faculty and staff recruitment for division. As directed by supervisor or unit head, initiates personnel action documents, including appointment, termination, and/or salary/title changes.

• Coordinates appointment process for foreign nationals. Pre-screens staff applicants; coordinates interview process for supervisor and/or unit head.

• Conducts department/division orientation for administrative and technical staff and training of administrative staff.

• Coordinates scheduling and use of department/divisional facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files. Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel.

• Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations.

• Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares material for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research.

• May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight.

• Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds.

• May provide working supervision for staff of lower rank.

• Performs other duties as assigned.