Administrative Assistant for Optometry

• Provide administrative assistance to the Director of Continuing Education.
• Update the website as needed.
• Create and modify storefronts for CE seminars and online courses, for onsite and offsite events.
• Create advertising flyers for each CE event.
• Send advertising emails for upcoming CE events.
• Maintain contact and distribution list of optometrists.
• Create and modify CE event agendas in coordination with the Director of CE.
• Prepare speaker forms including Commitment to Lecture, COPE Disclosure From, Course Material Checklist, Instructor Acknowledgment, Itinerary, and Payroll Authorization/Professional Services Agreement.
• Reach out to speakers, send speaker forms, request appropriate signatures, and provide course materials.
• Arrange speaker travel arrangements including room reservations and airfare.
• Support Accreditation through the Council on Optometry Practitioner Education (COPE):
  • Submit events and courses for approval including to the Texas Optometry Board (TOB).
  • Track attendance for COPE auditing purposes.
  • Create and distribute completion certificates including CPR/BLS certificates.
  • Create and distribute surveys.
  • Complete COPE Post-Activity information for final event approval.
• Submit attendee credits to TOB and COPE.
• Respond to inquiries regarding event logistics, courses offered, payment, speaker information, and quiz grades.
• Process travel reimbursements for speakers.
• Process requested refunds for attendee cancellations.
• Secure venture or room reservations for events and room set-up.
• Serve as a point of contact for contracts with venues for CE events and outside CE vendors to ensure appropriate protocols are followed.
• Order catering and promotional items for events.
• Manage registration table on event days:
  • Answer questions.
  • Gather attendee credit forms.
  • Receive onsite registration payments and submit them for deposit into the CE account.
  • Monitor attendees attending lectures per COPE guidelines.
• Assist the CE Director in communicating with sponsors.
• Manage CE budget:
  • Prepare a budget for each event.
  • Monitor spending and encumbrances.
  • Create and submit invoices as needed.
  • Closeout paid transactions.
• Create and submit school sponsorship letters for dean signature per partnered CE companies' request.
• Create CEE quiz letters for partnered CE companies.
• Attend optometry conferences for CE Special Interest Group meetings; assist residency director in recruiting residents.
• Grade and submit online course credits.
• Coordinate CE Committee meetings, prepare agendas, and take meeting minutes.
• Maintain inventory of supplies and promotional items in the CE storage room.
• Maintain CE files for auditing purposes.
• Perform other duties as assigned.

• Update website and residency program forms.
• Answer phone and email inquiries regarding residency programs and sites.
• Order promotional items to promote program and recruit at optometry conferences.
• Request POs for event catering.
• Ensure set up for interviews, orientation, and residency day.
• Coordinate quarterly meetings.
• Compile quarter reports from site coordinators for review.
• Distribute agenda to coordinators.
• Take meeting minutes.
• Maintain communication with residents and coordinators regarding due dates, conferences, and events.
• Request COPE course material from residents for residency day.
• Assist student affairs with residency graduation dinner:
  • Collect resident headshots and statements for the graduation program.
  • Assist with graduation PowerPoint in modifying resident slides with resident name, site name, coordinator name, and program name.
  • Distribute invitations and track attendees for graduation dinner.
  • Assist during graduation dinner including checking in residents/coordinators.
• Coordinate Resident luncheon.
• Create and distribute letters of intent to residents matched with programs.
• Prepare and submit reimbursements for residents.
• Manage residency budget.
• Maintain and organize resident files including keeping track of leave.

• Provide secretarial support to RSO faculty.
• Assist with the hiring and onboarding of new full-time and part-time faculty.
• Attend faculty meetings and take minutes; verify attendance and agenda.
• Maintain and process faculty purchase requisitions.
• Reserve classrooms and labs each semester.
• Schedule and monitor accommodated student exams.
  • Collect appropriate forms for accommodated testing from faculty.
  • Assist with setting up the testing room.
  • Distribute paper tests when needed.
• Monitor and provide support to faculty with ordering equipment and lab supplies.
• Process and maintain reimbursements for faculty memberships, dues, and licenses.
• Process and maintain leave forms.
  • Verify and audit RSO internal leave process; ensure signatures are obtained from the clinic.
  • Fileleave forms.
• Assist faculty with travel arrangements; verify available leave time and funding with the travel budget.

• Proficiency in MS Outlook, Word, Excel, or similar systems.
• Excellent communication skills, verbal, written, and interpersonal.
• Excellent organizational skills.
• Strong ability to effectively manage multiple priorities in a deadline-driven environment.
• Strong problem-solving and analytical skills.
• Strong ability to effectively work independently and in a team environment.
• Strong ability to keep information confidential.
• Ability to work effectively with individuals from diverse communities and cultures.
• Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.

• Associate's degree or equivalent.
• Bilingual skills in Spanish language.

• Ability to lift up to 10lbs for table set-up/tear-down at events.
• Ability to lift up to 15 lbs of office and event supplies.
• Ability to reach overhead, bend, and squat to retrieve office and events materials.
• Ability to actively engage in events for extended periods of time.
• Ability to regularly move about campus and event venues to actively engage others, as well as attend events on and off campus.

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