Clinical Operations Assistant - Ophthalmology

Washington University in St. Louis; United States; On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

Vacation time - up to 22 days

Health insurance

Metro transit U-Pass

Retirement plan (403(b))

Wellness programs

Family caregiver leave

Tuition assistance

Job summary

WashU in St. Louis seeks a versatile administrative support professional to assist the Clinical Operations Manager with daily office functions and technical duties.

The role includes coordinating mail, paging, room scheduling, and medical student support, while ensuring smooth day-to-day department operations. The position requires a high school diploma with two years of college, and offers strong benefits and growth opportunities within a busy clinical environment.

Qualifications

• Education: High school diploma or equivalent, with 2 years of college or equivalent.
• Certifications: No specific certifications required for this position.
• Work Experience: No specific work experience required for this position.

Responsibilities

• Oversees duties and personnel related to mail delivery and pickup for the department.
• Manages pager allocation and billing through American Messaging; maintains lists related to paging.
• Acts as Medical Student Coordinator for each program rotation with scheduling, materials, and evaluations.
• Manages scheduling for conference rooms; ensures minimal disruptions and proper resource allocation.
• Supports daily technical activities and administrative tasks; back-up scheduling as needed.
• Answers incoming calls and routes information per policy.
• Schedules and maintains Pod 3 provider appointments and meetings; provides support for lectures.

Skills

Communication

Computer literacy

Microsoft Excel

Microsoft Office

Microsoft PowerPoint

Office Equipment

Organizational Savvy

Sound Judgment

Education

High School Diploma

2 years of college or equivalent

Bachelor's degree

Job description

Location

ST. LOUIS, MO 63108

Scheduled Hours

40

Position Summary

Position supports Clinical Operations Manager with effective management for daily office / departmental functions; performs specialized / technical duties with minimum supervision and oversees day-to-day tasks to ensure department efficiency.

Primary Duties & Responsibilities

• Oversees duties and personnel related to mail delivery and pick-up for the department.
• Manages pager allocation and billing through American Messaging; maintains all lists as it relates to pager numbers (monthly billing updates, Outlook, terms/new hires).
• Acts as Medical Student Coordinator for each program rotation; prepares correspondence, materials for meetings and presentations, set-up, scheduling, evaluations and all other tasks related to effectively supporting Dr. Parsons.
• Manages all scheduling processes for Blue, Green and SIMS conference rooms; establishes process to ensure minimal disruptions with effective communication and resource allocation to department administration; handles and resolves any issues that arise and needs to be addressed.
• Supports Clinical Operations Manager in day-to-day technical activities, including Metavision Headhunter work (North/South), paper-chart logging, CRNA billable hours prep work, back-up code pager daily logging, urgent/emergent form logging and follow-up; provides back-up support to administrative team, as needed (including scheduling).
• Answers incoming calls and routes appropriately or provides information in accordance with organizational policy.
• Schedules and maintains appointment, lecture and meeting schedules for Pod 3 providers and provides necessary support and coordination for all lectures/meetings.
• Manages, tracks, follows up and coordinates tracking appointments and printing of medical records for each visit.
• Manages ordering and delivery of supplies and lab coats.
• Handles all “maintenance”-type items as it relates to coffee machines, paper, supplies, etc.

Working Conditions

Job Location/Working Conditions Normal office environment. Direct patient care setting. Physical Effort Typically sitting at desk or table. Typically standing or walking. Occasional lifting (25 lbs. or less). Equipment Office equipment.

Required Qualifications

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Certifications/Professional Licenses: No specific certification/professional license is required for this position.
• Work Experience: No specific work experience is required for this position.
• Skills: Not Applicable
• Driver's License: A driver's license is not required for this position.

More About This Job

• Required Qualifications: High school diploma or equivalent high school certification with 2 years of college or equivalent.

Preferred Qualifications

• Education: Bachelor's degree
• Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.
• Work Experience: No additional work experience unless stated elsewhere in the job posting.
• Skills: Communication, Computer Literacy, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Office Equipment, Organizational Savvy, Sound Judgment

Grade G06-H Salary Range $17.87 - $27.06 / Hourly

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• Family: We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered. WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us. For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

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