"Alerted.org

Administrative Associate, Speech & Audiology - Otolaryngology(Onsite)

Galveston, Texas, United States

New

Clerical & Administrative Support

UTMB Health

Requisition # 2505855

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.

EQUAL EMPLOYMENT OPPORTUNITY:

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation