Administrative Associate 3

Market Range: 06

Hiring Salary: $19.67/Hourly

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 3 provides day-to-day administrative support to the Chairman and the Department of Radiology. This position serves as point of contact and main representative for the department’s applicants, hospital personnel, medical boards, and other external entities that interact with the department. 

1. Serves as administrative support to the Department Chair, faculty, and staff of the program/department. Attends faculty meetings and records minutes of monthly faculty meetings. 

2. Enters all travel, time, and accounts payable into DASH/Oracle. Prepares H1-B Visa applications, answers department phones, orders supplies, prepares housekeeping and maintenance requests, and acts as liaison between various hospitals and staff members. 

3. Collects and submits attendance records, evaluations, and all paperwork for the College of Medical Education and Continuing Education credits. 

4. Provides verifications of former residents, fellows, and faculty.

5. Collaborates with the administration of Regional One and Le Bonheur Children's Hospital, and respective practice plans to schedule faculty candidates’ interviews. 

6. Partners with the Director to prepare offer letters, appointment letters, and all other documents required for faculty appointment with the University.

7. Assists with the radiation badge and equipment reporting for both Regional One and Le Bonheur Children's Hospital.

8. Works with the Medical Student Director to process students in the teaching program. Schedules rotations for the department and assist faculty with student evaluations.

9. Assists Chairman with annual faculty evaluations. 

10. Gathers all the faculty academic activities, such as abstracts, lectureships, visiting professorships, grand rounds, outside teaching activities, departmental teaching activities, publications, etc. 

11. Prepares all evaluation forms including re-appointment letters and the packet for each faculty member. Submits to the Office of Faculty Affairs.

12. Assists with formatting and printing posters for presentations, meeting preparations, letters, and transcription, as needed. 

13. Performs other related duties as assigned.

MINIMUM REQUIREMENTS:  

EDUCATION: High School Diploma or GED. (TRANSCRIPT AND/OR CERTIFICATION REQUIRED)

EXPERIENCE: Four (4) years of administrative/clerical experience; OR Associate’s Degree and two (2) years of work-related experience; OR Bachelor's Degree in lieu of experience. (Experience in a higher education environment preferred). 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to demonstrate initiative, resourcefulness, and problem-solving skills.
• Ability to prioritize work, establish procedures and systems.
• Ability to ensure orderly and timely workflow for the department.
• Ability to demonstrate excellent oral and written communication skills.
• Ability to multitask.
• Proficient using Microsoft Office products Word, Excel, and PowerPoint.