Administrative Coordinator II

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Contributes to the university's success by providing comprehensive administrative, operational, and programmatic support for the College of Optometry’s clinical education, externship, and residency programs. Serves as a key administrative liaison with clinical programs, affiliated training sites, and university departments to ensure effective program operations, regulatory and accreditation compliance, and adherence to institutional policies.

Job Category:Non-Exempt

Hiring Range:

Pay Basis: Hourly

Subject to Grant Funding?No

• Provides administrative support to clinical and residency program leadership and coordinates activities related to clinical education, externships, and residency programs.
• Tracks student and resident clinical requirements, evaluations, competencies, outcomes, and completion of clinical encounters and patient care logs.
• Prepares and maintains reports, records, and documentation required for accreditation, program assessment, annual reporting, and institutional requirements.
• Maintains affiliation agreements and required documentation with external clinical and residency training sites.
• Coordinates with externship and residency sites regarding student and resident assignments, schedules, evaluations, credentials, and compliance requirements.
• Monitors professional licensure and other required credentials for faculty and residents and maintains accurate records to support program and accreditation requirements.
• Develops and maintains electronic records and filing systems to ensure accurate, accessible, and secure program documentation.
• Prepares professional correspondence, reports, certificates, presentations, meeting materials, and other program-related documents.
• Coordinates purchasing, invoices, reimbursements, budget tracking, supplies, and other administrative and financial activities in accordance with university policies and procedures.
• Assists with special projects, events, and program initiatives including the coordination of Residents’ Weekend.
• Reviews administrative processes and workflows and recommends improvements to enhance efficiency, reporting, and use of resources.
• Implements and interprets University and departmental policies, procedures, and service standards to support consistent and effective program operations.
• Reviews administrative practices and procedures and recommends improvements to workflow, reporting, and resource utilization.
• Coordinates administrative activities with university departments and other work units and supports office operations, including records management, purchasing, invoices, supplies, inventory, basic financial processing, and related administrative services.
• Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Coordinates conferences, meetings, or special events, such as luncheons or student ceremonies.
• Coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, landscaping, pest control, and/or security services.
• Completes other projects as assigned.
• Performs other duties as assigned or required.

Required Knowledge, Skills, & Abilities:

Knowledge:

• Clerical
  - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and…