Job Description

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.

1. 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.
2. Coordinates faculty recruitment and onboarding, annual evaluations, tenure and promotion activities, faculty effort certification, and required administrative and GME-related reports.
3. Manages faculty calendars, meetings, appointments, travel, call schedules, conferences, seminars, and departmental events; purchases and maintains office or laboratory supplies and equipment.
4. Processes communications, mail, shipping and receiving, time sheets, and routine inquiries while maintaining confidentiality, HIPAA compliance, and culturally appropriate interactions.
5. Manages programs such as Am I On for publishing call schedules for physicians and APP.
6. 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.
7. Processes accounts payable and receivable, procurement-card purchases and reconciliations, physician business expenses and reimbursements, and related entries in university financial systems.
8. Assists principal investigators and faculty with Cayuse entries, reference searches, manuscript editing and submission, and other research-administration activities.
9. 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.
10. 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.
11. 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.
12. 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.