Administrative Specialist

Administrative Specialist The Administrative Specialist provides operational and administrative work within the Department of Ophthalmology. This role supports departmental efficiency, compliance, and coordination in environments that may include research programs and academic training divisions. The Administrative Specialist works closely with researchers, educators, and administrative peers to ensure smooth execution of day-to‑day operations, support academic and clinical program goals, and facilitate collaboration across functional areas. This position does not typically include direct supervisory responsibilities but may serve as a lead or coordinator for projects and initiatives. Responsibilities Coordinates daily administrative functions across academic units. Maintains records, documentation, and compliance with institutional and regulatory standards. Supports departmental readiness for audits, inspections, and accreditation reviews. Ensures timely communication and information flow across teams. Monitors adherence to internal policies and external regulations. Provides administrative support and back up for operational needs (purchase requests, processing payments, invoices, reimbursements, travel, shipping, tracking, and processing participant incentives and student awards). Assists in preparing and monitoring budgets for clinical and academic departments. Tracks expenditures, reconciles variances, and supports financial reporting. Coordinates procurement of supplies, services, and educational materials. Analyzes cost trends and recommends operational efficiencies. Collaborates with Finance and Sponsored Programs teams. Creates or assists with EAJs and submits for necessary approvals, aligns with financial tracking and coordination responsibilities. Creates and submits contract requests in TCMS, possibly tied into procurement and financial reporting functions. Serves as liaison between clinical, academic, and administrative stakeholders. Coordinates meetings, agendas, and follow‑up actions. Supports internal communications and change management initiatives. Maintains confidentiality and professionalism in all interactions. Promotes alignment with organizational values and strategic goals. Communicates and liaises with DMS legal, central Business Contracts and Purchasing office, research contracting, finance and SMEs directly supporting this function. Participates in quality improvement and academic program evaluation initiatives. Tracks and reports key performance indicators (KPIs). Ensures compliance with HIPAA, ACGME, LCME, and other regulatory bodies. Assists with policy development and implementation. Supports departmental readiness for site visits and reviews. Assists with planning and execution of special projects and events. Prepares presentations, reports, and data summaries for leadership. Coordinates logistics for conferences, training, or research initiatives. Maintains project documentation and timelines. Provides administrative support for staff professional development activities, including training registrations, tracking continuing education, and coordinating internal learning opportunities. Supports clinical research administrators on developing processes and tracking of contracts, renewals, amendments, extensions, etc., including project documentation and timelines. Serves as backup to the default contract manager for the department. Aids the grants lead on IRB protocols, tracks project timelines, and compiles documents for grant submission. Assists with onboarding and orientation of new faculty, staff, or trainees. Conducts periodic audits of administrative processes and documentation. Supports internal committees, academic councils, or task forces. Contributes to community outreach, recruitment, or engagement events. Assists with HR processing as backup to the Associate Director. Required Qualifications Bachelor's Degree in Healthcare Administration, Business Administration, Education, or a related field. At least two years of administrative or operational experience in a healthcare or academic setting. Experience with Excel, Workday, DEFINE, UT Market, TCM, and other UT systems. Preferred Qualifications Experience working in hospitals/clinics. Experience supporting research administration. Experience supporting clinical research grant submissions and project management. Experience with electronic health records (EHR), academic systems (e.g., MedHub, New Innovations), and compliance platforms. Certified Medical Manager (CMM) - PAHCOM. Certified Professional in Healthcare Quality (CPHQ). Project Management Professional (PMP) - PMI. Certified Research Administrator (CRA) for research‑intensive departments. Salary Range $63,523 + depending on qualifications Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. #J-18808-Ljbffr