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Administrative Assistant - Clinical Education

SUNY College of Optometry
New York City, New York
Commensurate with experience
Posted Date
Jul 20, 2022

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Position Type
Employment Level
Employment Type
Full Time
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Administrative Assistant - Clinical Education

Position Description  

The SUNY College of Optometry is seeking an Administrative Assistant for the Department of Clinical Education. The Department of Clinical Education oversees the pre-clinical didactic courses and clinical training of students enrolled in the four-year Doctor of Optometry, clinical degree program. Under the Department’s Chair purview, the assistant will be responsible for the administration of all departmental activities including managing internal and external communications, supervision of office staff and work study students, budget development and management, preparing and maintaining departmental reports, maintaining student records, and providing support to faculty and students. Additionally, the assistant, in collaboration with program Directors, will provide administrative support for the fourth-year internship and externship programs. The assistant will report directly to the Chair of the Department of Clinical Education.

Duties typically include such activities as, but not limited to:

  • Manage office operations, activities and procedures, including file maintenance, database management, organizing departmental meetings and taking minutes
  • Assist the department chair in developing the department budget and monitoring and analyzing expenditures
  • Maintain faculty records including leave requests and timesheets
  • Utilize Meditrek, a web-based education program used to manage students’ clinic grades/evaluations, site schedules, leave requests, patient encounters, and mandatory compliance documents.
  • Assist the 3rd and 4th year instructors of record (IOR) and the director of the clinical externship program with data collection and generation of summary reports utilizing Meditrek.
  • Assist with the administration of assessments to students through ExamSoft (web-based assessment software)
  • Serve as the primary contact for the department; establish and maintain strong working relationships with internal and external stakeholders.
  • Assist with requests from other departments and offices, including the the Office of Academic Affairs
  • Train and supervise work-study students
  • Other duties as assigned

Required Qualifications: A minimum of an associate degree with some administrative experience, superior verbal and written communication skills, the ability to use independent judgement and maintain confidentiality, and be proficient with Office 365 (MS Word, Excel, PowerPoint), Adobe Acrobat and social media platforms.

Preferred Qualifications: Experience in a multi-staffed administrative office (preferably in higher education). Ability to learn a variety of software applications (Meditrek, ExamSoft, Sharepoint, Faculty Success).

To Apply:

The State University of New York, College of Optometry, is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act employer. The College actively seeks applications from women, veterans, individuals with disability, members of underrepresented groups, or anyone that would enrich the diversity of the College.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

We are a qualifying employer in the federal Public Service Loan Forgiveness (PSLF) Program.

To view the College’s Annual Security Report, visit

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