About this role
Market Range: 06
Hiring Salary: $19.67/Hourly
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS
The Administrative Associate 3 provides complex administrative and clerical duties to support the Surgical Departments and Divisions within the Department of Surgery. The position serves as a primary liaison for internal and external contacts, coordinates faculty and departmental activities, supports compliance and reporting requirements, and uses university systems and specialized programs to maintain efficient day-to-day operations while protecting confidential information.
- Provides complex administrative support for assigned surgical departments and divisions and serves as the primary contact for faculty, staff, practice plans, hospitals, community partners, and other internal and external customers.
- Coordinates faculty recruitment and onboarding, annual evaluations, tenure and promotion activities, faculty effort certification, and required administrative and GME-related reports.
- Manages faculty calendars, meetings, appointments, travel, call schedules, conferences, seminars, and departmental events; purchases and maintains office or laboratory supplies and equipment.
- Processes communications, mail, shipping and receiving, time sheets, and routine inquiries while maintaining confidentiality, HIPAA compliance, and culturally appropriate interactions.
- Manages programs such as Am I On for publishing call schedules for physicians and APP.
- Supports division financial and personnel operations by monitoring state-funded and grant accounts, reviewing expenses, reconciling transactions, and coordinating with principal investigators to ensure compliance with university policies and procedures.
- Processes accounts payable and receivable, procurement-card purchases and reconciliations, physician business expenses and reimbursements, and related entries in university financial systems.
- Assists principal investigators and faculty with Cayuse entries, reference searches, manuscript editing and submission, and other research-administration activities.
- Monitors and supports required CITI, HIPAA, ECR, OID, IRB, and other compliance training; maintains faculty records such as licenses, certifications, memberships, CVs, biographical sketches, and CME documentation.
- Assists with equipment inventory, space surveys, APPR documentation in Digital Measures, promotion and tenure processes, and J-1 and H-1B visa paperwork for the Office of International Affairs.
- Trains and onboards administrative staff, faculty, staff, students, residents, and postdoctoral personnel; coordinates special projects, provides backup administrative coverage, and performs other related duties as assigned.
- Performs other duties as assigned.
MINIMUM REQUIREMENTS
EDUCATION
High School Diploma or GED. (TRANSCRIPT REQUIRED)
EXPERIENCE
Four (4) years of administrative experience, preferably in a medical or university setting; OR Associate's Degree and two (2) years of administrative experience; OR Bachelor’s Degree in lieu of experience; OR a combination of education and experience to equal four (4) years.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of university and departmental policies and procedures.
- Skill in communicating effectively and professionally, both orally and in writing.
- Skill in editing, organizing information, managing multiple priorities, and maintaining accurate records.
- Proficiency with Microsoft 365 applications (Office Suite) and command of various software programs..
WORK SCHEDULE
This position may occasionally be required to work evenings.