Administrative Associate, Speech & Audiology - Otolaryngology(Onsite)

Minimum Qualifications:

Bachelor's degree or equivalent in related field. No experience required.

Job Description:  

To coordinate and directly support the administrative and business management activities of a department or large division.

Job Duties:

• Provides staff assistance in the development and interpretation of policies and procedures relative to the department. 
• Organizes and directs the secretarial and clerical operations of the department by establishing, reviewing, and revising internal procedures and work flow. 
• Acts as department liaison with other departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters. 
• Executes administrative duties for all members of the Department of Speech and Audiology, including Hearing screeners, including answering telephones, faxing and filling sensitive documentation.
• Coordinates the department’s referral scheduling process for complex studies, test or procedures.
• Maintains efficient operations by ensuring referral cards, supplies, and other materials are adequately stocked 
• Files process/area records, reports, correspondence, and other documents maintaining files in accordance with the current Record Retention Schedule.
• Serves as a liaison for the group with purchasing, inventory, and other service support areas within the organization
• Sorts, stamps, and distributes incoming mail and prepares outgoing mail.
• Works in tandem with other coordinators and administrative support staff in the department filling in and covering other departmental areas daily. 
• Reconciles process accounts, comparing entries on ledgers with invoices, and purchase orders to verify the accuracy of posting and receipt of payment for services provided and patient devices. 
• Schedules, coordinates, and organizes appointments, meetings and rooms and sends meeting notifications with prepared agendas. 
• Coordinates and processes employee travel arrangements and reimbursements, ensuring compliance with policies and procedures.
• Process requisitions for routine, non-routine, and equipment purchases by procurement rules and guidelines. 
• Helps with reappointments/ credentialing for all faculty ensuring that their paperwork is completed ahead of the deadlines in order to maintain UTMB privileges.
• Creates, maintains, and manipulates databases and spreadsheets.
• Initiates action plans to develop skills and knowledge to stay current with evolving office technologies & work demands.
• Coordinate annual compliance for faculty required immunizations and annual TB screening.
• Coordinates and ensures annual faculty CV’s are up to date and in the approved UTMB format.
• Adheres to internal controls and reporting structure.
• Supports the Department by performing all other duties as assigned.

Salary Range:

Commensurate with experience.