Administrative Assistant

About the Retina Foundation:

Located in the heart of Dallas, the Retina Foundation is a premier nonprofit dedicated to advancing ground breaking research and treatment for inherited retinal diseases. Under the leadership of Mark Pennesi, MD, PhD, FARVO, our Inherited Retinal Degeneration Clinic is at the forefront of innovative eye care, transforming lives through cutting-edge clinical trials and patient-focused care.

Job Summary:

We are seeking a highly organized, proactive, and detail-oriented Administrative

Assistant to support Dr. Mark Pennesi and his clinic team. This role is pivotal in

ensuring smooth operations in a fast-paced clinical research environment. The ideal

candidate will excel in multitasking, possess strong communication skills, and thrive in

Dallas's dynamic healthcare community. If you're passionate about supporting a team

dedicated to improving vision outcomes, we want to hear from you

Key Responsibilities:

• Provide comprehensive administrative support to Dr. Pennesi and the Inherited

Retinal Degeneration Clinic team.

• Manage complex schedules, coordinate appointments, and organize in-house and

virtual meetings using Microsoft Teams/Outlook.

• Arrange travel, accommodations, and registrations for off-site conferences and

professional events.

• Prepare and format reports, presentations, and study-related documents for clinical

trials and research initiatives.

• Handle professional correspondence (emails, phone calls) with patients, sponsors,

and stakeholders, maintaining confidentiality and professionalism.

• Maintain and update electronic filing systems, databases, and electronic medical

records (EMR) with accuracy.

• Track and manage Dr. Pennesi's CME credits, medical licenses, society

memberships (e.g., ARVO), journal subscriptions, and contract negotiation

updates.

• Monitor clinic supply inventory, coordinate with Dallas-area vendors, and assist with

office management tasks.

• Support ad-hoc projects, collaborating with clinical research coordinators and staff.

• Code and submit weekly invoices to the finance department for accurate budget

tracking.

• Perform additional tasks as assigned to support Dr. Pennesi and the clinic's mission.

Qualifications:

• Bachelor's degree in business administration, healthcare administration, or related

field preferred; equivalent experience considered.

• 2+ years of experience as an administrative assistant, preferably in a healthcare or

clinical research setting.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams);

experience with Adobe Pro, EMR systems (e.g., Epic, Cerner), and

Windows/Mac environments is a plus.

• Exceptional organizational skills, attention to detail, and strong written/verbal

communication abilities.

• Ability to prioritize tasks, manage time effectively, and work independently in a fast-

paced environment.

• Familiarity with clinical research or ophthalmology terminology (e.g., IRB, GCP) is a

plus.

• Positive attitude, adaptability, and a commitment to supporting a collaborative team.

• Local to Dallas or willing to relocate; familiarity with the Dallas healthcare market is

advantageous.

What We Offer:

• Competitive salary ($45K–$60K, aligned with Dallas market rates for administrative

roles in healthcare).

• Comprehensive benefits package, including medical, dental, vision, paid time off

(PTO), long-term disability, and 401(k) with employer match.

• A collaborative, inclusive workplace in Dallas's thriving medical district, with

opportunities for professional growth.

• Exposure to cutting-edge ophthalmology research and a chance to make a

meaningful impact on patient lives.

Job Type: Full-time

Pay: $45, $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave

Work Location: In person