JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 3 provides administrative support to the Chairman and the Department of Psychiatry in the Center for Addiction Science. This position performs data input transactions into Dynamic Administrative Systems Higher Ed (DASH) such as time entry, managing supply ordering process, and processing accounts payable. This position provides administrative support for the recruitment of faculty, faculty reviews, reappointment letters, and volunteer faculty appointments.



DUTIES AND RESPONSIBILITIES:

Provides administrative support to the Chairman and Psychiatry Faculty members.
Serves as liaison between various hospitals, clinics, and staff members.
Assists faculty with formatting and printing posters for presentations, meeting preparations, letters, and transcription.
Assists with the coordination of faculty recruitment, faculty certification, promotion processes, and UT Recruitment and Faculty Appointment Process.
Collects attendance records and evaluations from Grand Rounds and submits all paperwork for CME and CE credits
Develop departmental systems and procedures and communicate policies and procedures to the staff.
Edits content to maintain departmental website and related
sites and ensures educational announcements are continually updated on the website.
Works closely with the Director to prepare offer letters, appointment letters, and all other documents required for faculty appointment.
Schedules, attends, and records minutes of monthly faculty meetings.
Maintains department databases; prepares and submits H1-B Visa applications.
Gathers all faculty academic activities such as abstracts, lectureships, visiting professorships, grand rounds, outside teaching activities, departmental teaching activities, publications, etc.
Performs other duties as assigned.


MINIMUM REQUIREMENTS:

EDUCATION: High School Diploma or GED. (TRANSCRIPT REQUIRED)

EXPERIENCE: Four (4) years of administrative experience; OR Associate’s Degree and two (2) years of work-related experience; OR Bachelor's Degree in lieu of experience. (Two years of relevant experience within a higher education institution preferred).



KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions, and priorities of work.
Ability to establish procedures and systems and ensure orderly and timely workflow for the department.
Knowledge and proficiency with a variety of Microsoft Office products, including Word, Excel, and PowerPoint is a requirement.
WORK SCHEDULE: This position may occasionally be required to work evenings.