Administrative Coordinator II - 994829

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Primary Purpose:

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  

Essential Job Functions: 

1. Provides administrative support to clinical and residency program leadership and coordinates activities related to clinical education, externships, and residency programs.

2. Tracks student and resident clinical requirements, evaluations, competencies, outcomes, and completion of clinical encounters and patient care logs.

3. Prepares and maintains reports, records, and documentation required for accreditation, program assessment, annual reporting, and institutional requirements.

4. Maintains affiliation agreements and required documentation with external clinical and residency training sites.

5. Coordinates with externship and residency sites regarding student and resident assignments, schedules, evaluations, credentials, and compliance requirements.

6. Monitors professional licensure and other required credentials for faculty and residents and maintains accurate records to support program and accreditation requirements.

7. Develops and maintains electronic records and filing systems to ensure accurate, accessible, and secure program documentation.

8. Prepares professional correspondence, reports, certificates, presentations, meeting materials, and other program-related documents.

9. Coordinates purchasing, invoices, reimbursements, budget tracking, supplies, and other administrative and financial activities in accordance with university policies and procedures.

10. Assists with special projects, events, and program initiatives including the coordination of Residents’ Weekend.

11. Reviews administrative processes and workflows and recommends improvements to enhance efficiency, reporting, and use of resources.

12. Implements and interprets University and departmental policies, procedures, and service standards to support consistent and effective program operations.

13. Reviews administrative practices and procedures and recommends improvements to workflow, reporting, and resource utilization.

14. 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.

15. Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

16. Coordinates conferences, meetings, or special events, such as luncheons or student ceremonies.

17. Coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, landscaping, pest control, and/or security services.

18. Completes other projects as assigned.

19. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge:
1. Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
2. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
3. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).

Skills:
1. Service Orientation - Proficient skills in actively looking for ways to help people.
2. Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
3. Time Management - Proficient skills in managing one's own time and the time of others.
4. Social Perceptiveness - Proficient skills in being aware of others' reactions and understanding why they react as they do.
5. Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.
6. Speaking - Proficient skills in talking to others to convey information effectively.
7. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
8. Reading Comprehension - Proficient understanding of written sentences and paragraphs in work-related documents.
Abilities:
1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
2. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.
3. Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
4. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
5. Detail Oriented - The ability to pay attention to details, understand underlying cause/effect relationships, and account for those details and relationships.
6. Confidentiality - The ability to maintain confidential information.
7. Ability to multitask.

Physical Requirements and Working Conditions:
1. Speech Recognition - Must be able to identify and understand the speech of another person.
2. Speech Clarity - Must be able to speak clearly so others can understand you.
3. Near Vision - Must be able to see details at close range (within a few feet of the observer).
4. Travel - Must be able to travel on a daily and/or overnight basis.
5. May be required to work nights or weekends.
6. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards.

Required Certifications/Licensures: 

Required Education: High School Diploma

Major (if required: 

Required Experience: High School Diploma and four (4) years of clerical/administrative experience, and/or coordinating various projects in an office environment,

- OR –

Associate's degree and three (3) years of clerical/administrative experience and/or coordinating various projects in an office environment,

-OR-

Bachelor's Degree and one (1) year of clerical/administrative experience and/or coordinating various projects in an office environment.

Preferred Qualifications: 

Is this a safety sensitive position? No  

Background Screening Required?  No  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.