Administrative Assistant for Optometry

: Position Information Position Title Administrative Assistant for Optometry UIW Mission University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good. Position Summary The Administrative Assistant for Optometry is responsible for performing administrative duties in support of the Rosenberg School of Optometry's Continuing Education and Residency programs. This position supports the dean's office in providing office coverage, answering phones, greeting visitors, and assisting visitors with questions. The Administrative Assistant for Optometry reports to the Coordinator of Optometry Operations. Benefits UIW has been identified year after year as one of the nation's Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program (EAP), wellness programs, employee discount program, Public Service Loan Forgiveness (PSLF) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility. Job Duties Job Duty Name Continuing Education (CE) Description of Job Duties

• 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.

Job Duty Name Residency Programs Description of Job Duties

• 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.

Job Duty Name Faculty Affairs Description of Job Duties

• 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.

Qualifications Knowledge Skills and Abilities

• 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.

Required Education High School Diploma or equivalent. Required Work Experience Two (2) years of related work experience in an office setting. Preferred Qualifications

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

Required Certifications, Licenses or Registrations Not Specified. Work Hours Monday through Friday 8am to 5pm with extended hours as needed to meet departmental goals. Physical Demands

• 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.

Posting Details

Posting Details Posting Number AS2051PO Number of Vacancies 1 Job Type Full Time Job Category Staff (non-exempt) Desired Start Date 11/18/2024 Position End Date (if temporary) Reports to Coordinator of Optometry Operations Salary $36,000-$38,500 Annualized Open Date 10/23/2024 Close Date Open Until Filled Yes Special Instructions to Applicant EOE UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy). Title IX This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.