Administrative Associate III-Trauma Surgical Critical Care

About the job

Market Range: 06 Hiring Salary: $19.67/Hourly

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 3 provides complex administrative and clerical duties to support the Surgical Departments and Divisions within the Department of Surgery. The position serves as a primary liaison for internal and external contacts, coordinates faculty and departmental activities, supports compliance and reporting requirements, and uses university systems and specialized programs to maintain efficient day-to-day operations while protecting confidential information.

Responsibilities

• Provides complex administrative support for assigned surgical departments and divisions and serves as the primary contact for faculty, staff, practice plans, hospitals, community partners, and other internal and external customers.
• Coordinates faculty recruitment and onboarding, annual evaluations, tenure and promotion activities, faculty effort certification, and required administrative and GME-related reports.
• Manages faculty calendars, meetings, appointments, travel, call schedules, conferences, seminars, and departmental events; purchases and maintains office or laboratory supplies and equipment.
• Processes communications, mail, shipping and receiving, time sheets, and routine inquiries while maintaining confidentiality, HIPAA compliance, and culturally appropriate interactions.
• Manages programs such as Am I On for publishing call schedules for physicians and APP.
• Supports division financial and personnel operations by monitoring state-funded and grant accounts, reviewing expenses, reconciling transactions, and coordinating with principal investigators to ensure compliance with university policies and procedures.
• Processes accounts payable and receivable, procurement-card purchases and reconciliations, physician business expenses and reimbursements, and related entries in university financial systems.
• Assists principal investigators and faculty with Cayuse entries, reference searches, manuscript editing and submission, and other research-administration activities.
• Monitors and supports required CITI, HIPAA, ECR, OID, IRB, and other compliance training; maintains faculty records such as licenses, certifications, memberships, CVs, biographical sketches, and CME documentation.
• Assists with equipment inventory, space surveys, APPR documentation in Digital Measures, promotion and tenure processes, and J-1 and H-1B visa paperwork for the Office of International Affairs.
• Trains and onboards administrative staff, faculty, staff, students, residents, and postdoctoral personnel; coordinates special projects, provides backup administrative coverage, and performs other related duties as assigned.
• Performs other duties as assigned.

Qualifications

MINIMUM REQUIREMENTS:

EDUCATION:

High School Diploma or GED. (TRANSCRIPT REQUIRED)

EXPERIENCE:

Four (4) years of administrative experience, preferably in a medical or university setting; OR Associate's Degree and two (2) years of administrative experience; OR Bachelor’s Degree in lieu of experience; OR a combination of education and experience to equal four (4) years.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of university and departmental policies and procedures.
• Skill in communicating effectively and professionally, both orally and in writing.
• Skill in editing, organizing information, managing multiple priorities, and maintaining accurate records.
• Proficiency with Microsoft 365 applications (Office Suite) and command of various software programs..

WORK SCHEDULE:  This position may occasionally be required to work evenings.

Additional Information

• Job Identification: 10607
• Job Category: Administrative
• Posting Date: 2026-11-11
• Job Schedule: Full time
• Locations: 910 Madison Avenue, Memphis, TN, 38163, US ()