Administrative Associate, Speech & Audiology - Otolaryngology(Onsite)

Administrative Associate, Speech & Audiology

Galveston, Texas, United States

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, 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 filing sensitive documentation.

Coordinates the department's referral scheduling process for complex studies, tests, 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.

Coordinates annual compliance for faculty required immunizations and annual TB screening.

Coordinates and ensures annual faculty CVs 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