Administrative Assistant III

Howard University

34d•Onsite

About The Position

The Administrative Assistant III position performs a variety of advanced administrative support duties, serving as the primary administrative and operational support for the Chair of the Ophthalmology Department. This role is critical in ensuring the effective coordination of the department’s academic, clinical, and research activities. The Administrative Assistant III acts as a central liaison, facilitating clear and timely communication between the Chair, faculty, staff, students, and external stakeholders, often handling sensitive or confidential information with discretion. This position supports the Chair in advancing the department's academic mission, research goals, and patient care initiatives by combining strong organizational skills, attention to detail, and professional judgment. Responsibilities may include monitoring budgets, business affairs, personnel matters, and interpreting policy and procedures.

Requirements

High School diploma or GED and 2-4 years of general work experience.
AA/AS may be substituted for 4 years of required work experience.
BA/BS may be substituted for up to 4 years of work experience.
Advanced knowledge of office and administrative practices and principles.
Skill in the operation of computers, related software applications (MS Word, Excel, PowerPoint, and Access).
Ability to problem solve and make decisions.
Ability to exercise discretion and ensure a high level of confidentiality.
Ability to communicate effectively orally and in writing with a diverse population.
The ability to establish and maintain effective harmonious work relations with faculty, physicians, staff, students, and the general public.

Responsibilities

Compose and prepare correspondence, assist in writing and preparation of manuscripts, grants, questionnaires, journal reviews, presentations, reports, letters, and memos for the Chair’s review and signature.
Read all emails and coordinate office communications ensuring openness and accuracy.
Screen and provide telephone coverage for the Chair, Faculty, and administrative offices.
Represent the Chair in meetings, take dictation, minutes, notes, and prepare a final copy for review and arrange department meetings.
Create graphic brochures, posters, signs, labels for conferences, newsletters, invitations, and presentation slides.
Assist the Chair with activities relating to the College of Medicine, the Hospital, and the University.
Assist the Chair in the preparation of all faculty and staff evaluations and recommendations.
Assist with all departmental development projects and continuing medical education conferences.
Facilitate and compile New Hire documents.
Prepare and compile faculty APT appointment/re-appointment documents.
Maintain Attending Physicians on-call schedule.
Coordinate physician attendance at community health fairs.
Submit Attending Physicians leave slips.
Maintain and distribute Attending Physicians license status.
Assist and submit Attending Physicians OPPE and FPPE.
Coordination of Attending and staff performance evaluations.
Submit Attending Physician Clinic and/or Private schedule changes.
Coordinate Attending Physicians and staff work requests for facility maintenance or housekeeping.
Coordinate annual Alumni Symposium, Founders Day, and annual Glaucoma Symposium.
Arrange guest lecturers’ travel.
Prepare and submit documentation for Continuing Medical Education accreditation symposia.
Submit Grant applications for annual Alumni Symposium, Founders Day, and annual Glaucoma Symposium.
Prepare and submit symposium expenses.
Coordinate medical student rotation schedules.
Assist medical student educator (clerkship director) with completion of medical student evaluations.
Order plaque and submit check request for Ophthalmology Honors & Oath recipient.
Prepare and assist with the development of department budget and proposals.
Prepare annual and operational reports for the Chair’s approval.
Schedule meetings for Chair.
Prepare and submit external and internal letters, memos, and/or forms for Attending Physicians.
Facilitate Attending Physicians and staff computer and printer issues.
Order and maintain office supplies.
Submit physician requests for Ophthalmology medical equipment.
Manage vendor relationships and contracts for hardware, software, equipment, and services.
Coordination of purchase and maintenance of equipment and licensing agreements.
Coordinate annual departmental fundraiser.
Perform other Job-related Duties As Assigned.