Optometric Education - Memphis, United States - Southern College of Optometry

Description

Position Overview

The incumbent provides administrative support to the Vice President for Academic Affairs, Chair of Optometric Education, Director of Assessment, and Director of Externship and Residency Programs.

This includes serving as the initial point of contact for the Academic Affairs Office, scheduling appointments and making travel arrangements, compiling statistical data used to evaluate current curriculum and programs, providing residency contract and letters of completion, and coordinating residency events as needed.

Essential Functions

Academic Affairs

• Assists the Vice President Academic Affairs with administrative duties including: organizes meetings and handles logistics, receives information on behalf of the VPAA from faculty regarding issues or inquiries, composes communication, correspondence and invitations and distributes to faculty and maintains electronic files and documentation of department records.
• Serves as the main point of contact for the Academic Affairs office via phone, email, and in-person. Resolves issues, answers questions, and offers guidance for SCO staff and faculty based on departmental knowledge. Facilitates communication between VPAA, COE, and Director of Assessment and College constituents.
• Manages special projects as required including, but not limited to, small group faculty meetings and accreditation preparations.
• Assists the department staff members with travel arrangements including conference registrations, flight, hotel and rental car reservations, and completion of travel advance and reimbursement forms.
• Processes course syllabi, including developing drafts for course instructors, reviewing submitted syllabi, submitting to COE for signature, and posting syllabi to the course page of the learning management system before the start of the term.
• Coordinates with Information Services, SCO Campus Store, Accounting, COE, and faculty to obtain and track textbook requests for the upcoming term; orders equipment and supplies for didactic courses and laboratories, ensures that supplies are kept at required inventory levels and that all purchases are obtained at the best price.
• Tracks optometric education expenditures to assist in maintaining current and projecting future budgetary needs.
• Creates and schedules the clinical and didactic course evaluations each term.
• Creates the course evaluation reports for the didactic courses and adds the comments compiled by the Director of Assessment.
• Assists the Director of Assessment in creating reports for other evaluations and with budget requests.
• Reviews examination schedules for errors prior to distribution.
• Performs other duties as assigned.

Residency Program

• Supports Externship and Residency Director and Assistant Residency Director with planning and execution of Residency Information Night, Grand Rounds, annual Residency Weekend, and other events as needed.
• Coordinates all details of Residency Interview Schedules with applicants.
• Communicates with residency applicants and provides detailed written information (contract, Handbook, etc.) to acclimate them to the college.
• Prepares and distributes Certificates of Residency Completion at end of assignment.
• Maintains ASCO website related to SCO Residency programs.

General Administrative Support

• Provides administrative support to include answering phones, producing documents, assisting with budget development and maintaining departmental files.
• Serves as the initial point of contact for residents and supervisors.
• Prepares responses to ASCO Residency surveys.
• Creates and distributes various surveys and provides analyses of results.
• Delegates and supervises tasks performed by department work-study student.
• Manages special projects as required.

Job Specifications

Education:
Bachelor's degree preferred or the equivalent of education and experience.

Experience:
Three years of related experience or an equivalent combination of training and experience. Experience with software packages specified.

Knowledge, Skills, and Abilities

• Ability to multi-task and work in a fast-paced environment.
• Ability to organize tasks and maintain control of workflow.
• Ability to manage multiple projects and deadlines within a short time window.
• Ability to work under pressure, meet deadlines, and work independently.
• Ability to use business English, spelling, letter composition, and business mathematics.
• Ability to use Microsoft office products to produce accurate documents and spreadsheets.
• Ability to communicate effectively verbally and in writing.
• Ability to work with others with courtesy and tact and to establish and maintain effective working relationships.
• Ability to perform mathematical calculations accurately for daily tasks.
• Ability to prepare reports, documents and/or analyses.

Physical and Environmental Demands

Physical Demands

Prolonged sitting with occasional standing and walking. Must occasionally lift and/or move up to 10 pounds.

Audible Demands

Use of phone, verbal communications with students, staff, faculty, preceptors and others.

Visual Demands

Computer use, operation of phone system, preparation of spreadsheets, reports and documents, reading handwriting.

Environment

Work is conducted in a typical indoor work environment.

Reasonable accommodations will be made for some physical demands for otherwise qualified individuals who require and request such accommodations.

Southern College of Optometry is committed to preparing future generations of our nation's optometrists to serve diverse patients and communities in the United States and around the world.

In support of our mission to "educate the best possible healthcare providers," SCO values the strengths that diversity and inclusion bring to the educational and healthcare experiences of our students.

SCO does not discriminate on any basis within our educational programs or in our employment practices. Our success as an academic institution requires an ongoing commitment to fostering an accepting and inclusive campus atmosphere because we recognize that each individual deserves to feel included and respe