Administrative assistant visual sciences

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Job Title:Administrative Assistant 4 (Ophthalmology & Visual Sciences)

Department:Medicine | Ophthalmology

The Administrative Assistant 4 serves as the Administrative Coordinator for the Department of Ophthalmology & Visual Sciences, playing a central role in managing and streamlining the department’s daily operations. This position provides high-level, comprehensive administrative support to the Vice Chairs and Division Directors, including managing complex calendars, coordinating meetings, preparing agendas, recording and distributing minutes, and handling sensitive correspondence with discretion. The role oversees core business functions such as finance, human resources, outreach and marketing, and space and facilities management. In close collaboration with department leadership to ensure alignment with strategic goals and compliance with institutional policies. The assistant is responsible for categorizing inquiries and correspondence, managing division call schedules, and communicating directives from leadership through coordination with the Program Manager. Additionally, the position supports faculty recruitment efforts by organizing candidate visits, planning onboarding and orientation activities, and facilitating travel and lodging arrangements. It also handles expense reimbursements and contributes to strategic planning by researching, compiling, and analyzing data to produce detailed departmental reports. Acting as a liaison between the department and university offices, external agencies, faculty, and staff, the Administrative Assistant 4 ensures effective communication, operational continuity, and a high standard of administrative service across all facets of the department.

Minimum Required Qualifications

High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 4 years of relevant experience required. 6 or more years of relevant experience preferred.

Additional Information

Location:Eye and Ear Institute (0897)

Position Type:Regular

Scheduled Hours:40

Shift: First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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The university is an equal opportunity employer, including veterans and disability.

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