Administrative Assistant I

University of Florida•Gainesville, FL

2d•Onsite

About The Position

Manages all aspects of the orthodontic graduate and internship programs. This includes coordinating resident recruitment and scheduling candidate interviews, organizing meals for candidates, setting up interviews for the admissions selection process, creating itineraries for applicants to be interviewed by orthodontic faculty, sending out confirmation letters/emails, and being available to assist with all aspects of the interview day. Prepares necessary information for incoming residents and interns for orientation, delivers department information during orientation, and reviews resident expectations and workflow processes. Maintains the schedule of annual deadlines for graduate students and prepares and submits core curriculum course enrollment forms to registers graduate students for all courses required for receipt of their Master’s degree. Acts as grade coordinator for the department, overseeing the administration, grading, and posting of test scores, and the calculation and posting of final grades for graduate students. Enters Predoc grades for participation in clinic, case presentation, and attendance in conferences in the department database and Grade-a-gator, and completes grade change forms as necessary. Manages the schedule for the graduate program, including scheduling seminars, clinics, clinical rotations, on-call duties, assigning case presentations, and scheduling of part-time faculty. The program operates on a three-year rotation, making accurate scheduling critical. This involves maintaining a six-month calendar that must be updated daily to accurately reflect students’ schedules. Coordinates the scheduling of daily appointments, tests, conferences, and all other miscellaneous meetings, and schedules rooms for the same. Schedules meetings of the orthodontic faculty and staff, guest speakers, and visitors. Oversees the invitation of guest speakers and consultants, development of mailings, hotel reservations, and travel schedules. Solicits changes to course syllabi from the faculty, procures requested materials, compiles, and distributes didactic course material to residents in course folders. Assists faculty with creating and maintaining Canvas courses. Creates spreadsheets for administering and compiling graduate student evaluations and ensures faculty evaluations for all orthodontic courses within the School of Advanced Dental Sciences are completed each semester. Maintains the resident handbook and student files. Assists the chair and program director with Accreditation and site visit preparation, preparing all required documents and department schedules for the site visit and assisting on the day of the visit. Manages all resident patient pools to ensure each has the required number and type of cases to meet CODA requirements. Processes and places orders as needed for the graduate clinic, ensuring forms, fee information, and letters are accurate and formatted per university requirements. Acts as the initial contact for the department, answering the phone, routing calls to appropriate persons/clinics, and greeting guests. Delivers, picks up, and distributes mail. Schedules meetings and appointments as requested and approves Outlook requests for the use of the orthodontic conference room. Coordinates and plans departmental functions and events. Serves as a liaison with other college, university departments, and external agencies. Independently responds via email, fax, or postal mail to correspondence involving individuals or organizations inside and outside the university. Assists with Promotion and Tenure preparation and packets, ensures faculty CVs are updated annually, and maintains the department database of all employees, residents, interns, and volunteers, past and present. Prepares correspondence and related documents as necessary. Processes letters of recommendation by faculty for pre-doc students and department interns, typing letters and ensuring they and/or forms are formatted and filled out properly, then mailed in a timely manner. Completes requests from societies, journals, and vendors for information concerning the program and/or graduate students. Maintains department equipment and supplies and initiates service repairs as needed. Assists faculty with maintaining accurate personal calendars. Provides support to departmental faculty and graduate students. This is primarily an administrative activity requiring independent action and decision-making related to the clinical, research, and teaching activities of these professionals, including the administration of a program with 14 graduate students, 4 interns, 6 part-time faculty, and 7 full-time faculty. Coordinates Orthodontic administrative activities with the College administration, as well as other departments of the College, Health Science Center, or University. Maintains the departmental calendar for the aforementioned individuals, coordinates the scheduling of daily appointments, tests, conferences, and all other miscellaneous meetings, and schedules rooms for the same. Assists in arranging travel for faculty, staff, graduate students, and visiting professors. Completes travel authorization requests for SADS to enter in MyUFL prior to travel and necessary foreign travel paperwork as necessary. Completes reimbursement information after travel is completed. Completes purchasing transactions for the department utilized by all accounts (state, AEF, grant). Orders office supplies (business cards, envelopes, appointment slips). Processes all invoices for payment and approves UF purchasing card purchases. Completes and processes purchase orders, pcard expenditures, and requisitions from graduate and faculty clinics and orthodontic research labs. Assists with ordering of lab supplies and processes research lab bills and payments. Tracks resident research purchases and ensures all purchases are within UF guidelines. Acts as gift card coordinator for resident and faculty research projects. Works with reps to order equipment and coordinates with Purchasing and IT for risk assessments and contract/purchase approvals. Purchases and maintains software licenses for the department. Investigates discrepancies in vendor payments and maintains accurate submission of requisitions/purchase orders, p-card purchases, and payments to vendors, procurement of equipment and/or other materials to ensure they are accurately maintained and that costs are allowable to the project and/or grant. Runs Pcard charges aging report and reconciles all departmental pcard charges. Maintains proper paperwork for the required timeframe. Processes invoices and uploads supporting documentation to all invoices received through myufmarketplace. Maintains accurate records of all transactions in accordance with university, state, and federal requirements. Assists the SADS department accountant by providing requested information as needed. Assists the director with clinical, technical, and fiscal reports, which include monthly and yearly financial reports. Recommends and implements operating policies and procedures. Processes deposits of cash gifts from sponsoring agencies in accordance with University of Florida policies. Processes deposits of gifts-in-kind (clinic donations) from sponsoring agencies in accordance with University of Florida policies. Provides alumni contact information to the Director of Advancement and assists with fundraising letters from the Foundation. Responsible for some human resource actions in the department. Completes all necessary forms for volunteers in the departmental research labs. Initiates and monitors access requests with human resources and IT for new employees. Oversees and is back up for time approval of all staff.

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Ability to organize and skill in maintaining records and using a computer for information management, including, but not limited to, PeopleSoft and database programs and software.
Ability to work independently.
Skill in communicating effectively verbally and in writing.

Nice To Haves

Knowledge of UF rules and regulations regarding use of funds from various sources.

Responsibilities

Manages all aspects of the orthodontic graduate and internship programs.
Coordinates resident recruitment and scheduling candidate interviews.
Organizes breakfast and lunch for the candidates.
Sets up interviews for the admissions selection process.
Creates itineraries for 30+ applicants to be interviewed by orthodontic faculty.
Sends out confirmation letters/emails and is available to assist with all aspects of the interview day.
Prepares the necessary information for incoming residents and interns for orientation.
Delivers department information during orientation and reviews resident expectations and workflow processes.
Maintains schedule of annual deadlines for graduate students.
Prepares and submits core curriculum course enrollment forms to registers graduate students for all courses required for receipt of their Master’s degree.
Acts as grade coordinator for department: Oversees the administration, grading and posting of test scores, and the calculation and posting of final grades for graduate students.
Enters Predoc grades for participation in clinic, case presentation, and attendance in conferences in department database and Grade-a-gator.
Completes grade change forms as necessary.
Manages the schedule for the graduate program including scheduling seminars, clinics, clinical rotations, on-call, assigning case presentations, and scheduling of part time faculty.
Coordinate the scheduling of daily appointments, tests, conferences, and all other miscellaneous meetings and schedules rooms for the same.
Schedules meetings of the orthodontic faculty and staff, guest speakers, and visitors.
Oversees the invitation of guest speakers and consultants, development of mailings, hotel reservations and travel schedules.
Solicits changes to course syllabi from the faculty, procures requested materials, compiles and distributes didactic course material to the residents in course folders.
Assist faculty with creating and maintaining canvas courses.
Creates spreadsheets for administering and compiling graduate student evaluations.
Ensures faculty evaluations for all orthodontic courses within the School of Advanced Dental Sciences are completed each semester.
Maintains resident handbook.
Creates and maintains student files.
Assists chair and program director with Accreditation and site visit prep.
Prepares all required documents and department schedules for site visit and assists day of visit.
Manage all resident patient pools to ensure each have the required number and type of cases to meet the CODA requirements.
Processes orders and places orders as needed for the graduate clinic.
Ensures forms, fee information and letters are accurate and formatted per university requirements.
Act as initial contact with department: answers the phone and routes calls to appropriate persons/clinics, greet guests.
Deliver, pick up, and distribute mail.
Schedule meetings and appointments as requested.
Approve Outlook requests for use of orthodontic conference room.
Coordinate and plan departmental functions and events.
Serve as a liaison with other college, university departments and external agencies.
Independently responds via email, fax, or postal mail to correspondence involving individuals or organizations inside and outside the university.
Assists with Promotion and Tenure preparation and packets, ensures faculty CV’s are updated annually and maintains the department database of all employees, residents, interns and volunteers, past and present.
Prepare correspondence and related documents as necessary.
Process letters of recommendation by faculty for pre-doc students and department interns, typing letters by faculty and ensuring the letters and/or forms are formatted and filled out properly then mailed in a timely manner.
Complete requests from societies, journals, and vendors for information concerning the program and/or graduate students.
Maintains department equipment and supplies, initiate service repairs as needed.
Assists faculty with maintaining accurate personal calendars.
Provides support to departmental faculty and graduate students.
Coordinates Orthodontic administrative activities with the College administration as well as other departments of the College, Health Science Center, or University.
Maintains departmental calendar for above individuals, coordinates the scheduling of daily appointments, tests, conferences, and all other miscellaneous meetings and schedules rooms for the same.
Assists in arranging travel for faculty, staff, graduate students, and visiting professors.
Completes travel authorization requests for SADS to enter in MyUFL prior to travel and necessary foreign travel paperwork as necessary.
Completes reimbursement information after travel is completed.
Completes purchasing transactions for the department utilized by all accounts (state, AEF, grant).
Order office supplies (business cards, envelopes, appointment slips).
Processes all invoices for payment and approves UF purchasing card purchases.
Completes and processes purchase orders, pcard expenditures and requisitions from graduate and faculty clinics and orthodontic research labs.
Assists with ordering of lab supplies and processes research lab bills and payments.
Tracking resident research purchases and ensuring all purchases are within UF guidelines.
Acts as gift card coordinator for resident and faculty research projects.
Work with reps to order equipment and coordinate with Purchasing and IT for risk assessments and contract/purchase approvals.
Purchase and maintain software licenses for the department.
Investigate discrepancies in vendor’s payment and maintain accurate submission of requisitions/purchase orders, p-card purchases, and payments to vendors, procurement of equipment and/or other materials to ensure they are accurately maintained and that costs are allowable to the project and/or grant.
Run Pcard charges aging report and reconciles all departmental pcard charges.
Maintains proper paperwork for required timeframe.
Process invoices and upload supporting documentation to all invoices received through myufmarketplace.
Maintains accurate records of all transactions in accordance with university, state, and federal requirements.
Assists SADS department accountant by providing requested information as needed.
Assist the director with clinical, technical and fiscal reports which include monthly and yearly financial reports.
Recommends and implements operating policies and procedures.
Process deposits of cash gifts from sponsoring agencies in accordance with University of Florida policies.
Process deposits of gifts-in-kind (clinic donations) from sponsoring agencies in accordance with University of Florida policies.
Provides alumni contact information to Director of Advancement and assist with fundraising letters from the Foundation.
Responsible for some human resource actions in the department.
Completes all necessary forms for volunteers in the departmental research labs.
Initiates and monitors access requests with human resources and IT for new employees.
Oversees and is back up for time approval of all staff.