Administrative Assistant I

University of Florida•Gainesville, FL

3d•$19 - $21•Onsite

About The Position

Manages all aspects of the orthodontic graduate and internship programs. This includes coordinating resident recruitment, scheduling candidate interviews, organizing meals for candidates, setting up interviews for the admissions selection process, creating itineraries for applicants, sending confirmation letters/emails, and assisting with interview day logistics. Prepares 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/submits core curriculum course enrollment forms. Acts as the grade coordinator for the department, overseeing administration, grading, posting of test scores, and calculation of final grades. Enters Predoc grades for clinic participation, case presentations, and conference attendance in the department database and Grade-a-gator, and completes grade change forms as necessary. Manages the graduate program schedule, including seminars, clinics, clinical rotations, on-call assignments, case presentations, and part-time faculty scheduling, requiring daily updates to a six-month calendar. Coordinates the scheduling of daily appointments, tests, conferences, and other meetings, and schedules rooms accordingly. Schedules meetings for orthodontic faculty, staff, guest speakers, and visitors, and oversees the invitation of guest speakers and consultants, including mailings, hotel reservations, and travel schedules. Solicits changes to course syllabi from faculty, procures requested materials, compiles, and distributes didactic course material. 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 are completed each semester. Maintains the resident handbook and student files. Assists the chair and program director with Accreditation and site visit preparation, including preparing required documents and department schedules, and assists on the day of the visit. Manages resident patient pools to ensure CODA requirements are met. Processes and places orders as needed for the graduate clinic, ensuring forms, fee information, and letters are accurate and properly formatted. Acts as the initial contact for the department, answering phones, routing calls, and greeting guests. Delivers, picks up, and distributes mail. Schedules meetings and appointments as requested and approves Outlook requests for the orthodontic conference room. Coordinates and plans departmental functions and events. Serves as a liaison with other college, university departments, and external agencies, independently responding to correspondence. 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. Prepares correspondence and related documents. Processes letters of recommendation for pre-doc students and department interns, ensuring proper formatting and timely mailing. Completes requests for information from societies, journals, and vendors. Maintains department equipment and supplies and initiates service repairs. Assists faculty with maintaining accurate personal calendars. Provides support to departmental faculty and graduate students, involving independent action and decision-making related to clinical, research, and teaching activities. Coordinates Orthodontic administrative activities with College administration, other departments, the Health Science Center, or the University. Maintains departmental calendars, coordinates scheduling, and schedules rooms. Assists in arranging travel for faculty, staff, graduate students, and visiting professors, completing travel authorization requests and foreign travel paperwork. Completes reimbursement information after travel. Completes purchasing transactions for the department across various accounts, orders office supplies, processes invoices for payment, and approves UF purchasing card purchases. Completes and processes purchase orders, pcard expenditures, and requisitions. Assists with ordering lab supplies and processes research lab bills and payments. Tracks resident research purchases and ensures compliance with UF guidelines. Acts as gift card coordinator for resident and faculty research projects. Works with vendors to order equipment and coordinates with Purchasing and IT for risk assessments and contract/purchase approvals. Purchases and maintains software licenses. Investigates discrepancies in vendor payments and maintains accurate submission of requisitions/purchase orders, p-card purchases, and payments to vendors. Runs Pcard charges aging reports and reconciles all departmental pcard charges. Maintains proper paperwork for the required timeframe and processes invoices, uploading supporting documentation. Maintains accurate records of all transactions in accordance with university, state, and federal requirements. Assists the department accountant by providing requested information. Assists the director with clinical, technical, and fiscal reports, including monthly and yearly financial reports. Recommends and implements operating policies and procedures. Processes deposits of cash gifts and gifts-in-kind. Provides alumni contact information and assists with fundraising letters. Responsible for some human resource actions, completing forms for volunteers, initiating and monitoring access requests, and overseeing/backing up time approval for all staff.

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Nice To Haves

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

Responsibilities

Manage all aspects of the orthodontic graduate and internship programs.
Coordinate resident recruitment and scheduling of candidate interviews.
Organize meals, set up interviews, create itineraries, and send confirmation letters/emails for interview days.
Prepare information for incoming residents and interns for orientation.
Deliver department information during orientation and review resident expectations and workflow processes.
Maintain the schedule of annual deadlines for graduate students.
Prepare and submit core curriculum course enrollment forms.
Act as grade coordinator for the department, overseeing administration, grading, and posting of test scores and final grades.
Enter Predoc grades for clinic participation, case presentations, and conference attendance.
Complete grade change forms as necessary.
Manage the schedule for the graduate program, including seminars, clinics, clinical rotations, on-call, case presentations, and part-time faculty scheduling.
Coordinate the scheduling of daily appointments, tests, conferences, and other meetings, and schedule rooms.
Schedule meetings for orthodontic faculty, staff, guest speakers, and visitors.
Oversee the invitation of guest speakers and consultants, including mailings, hotel reservations, and travel schedules.
Solicit changes to course syllabi from faculty, procure materials, compile, and distribute didactic course material.
Assist faculty with creating and maintaining Canvas courses.
Create spreadsheets for administering and compiling graduate student evaluations.
Ensure faculty evaluations for all orthodontic courses are completed each semester.
Maintain the resident handbook and student files.
Assist the chair and program director with Accreditation and site visit preparation.
Manage resident patient pools to ensure CODA requirements are met.
Process and place orders as needed for the graduate clinic.
Act as the initial contact for the department: answer phones, route calls, and greet guests.
Deliver, pick up, and distribute mail.
Schedule meetings and appointments as requested.
Approve Outlook requests for use of the orthodontic conference room.
Coordinate and plan departmental functions and events.
Serve as a liaison with other college, university departments, and external agencies.
Independently respond via email, fax, or postal mail to correspondence.
Assist with Promotion and Tenure preparation and packets.
Ensure faculty CVs are updated annually.
Maintain the department database of all employees, residents, interns, and volunteers.
Prepare correspondence and related documents.
Process letters of recommendation for pre-doc students and department interns.
Complete requests from societies, journals, and vendors for information.
Maintain department equipment and supplies and initiate service repairs.
Assist faculty with maintaining accurate personal calendars.
Provide support to departmental faculty and graduate students.
Coordinate Orthodontic administrative activities with College administration, other departments, the Health Science Center, or the University.
Maintain departmental calendar for faculty, staff, graduate students, and visiting professors.
Assist in arranging travel for faculty, staff, graduate students, and visiting professors.
Complete travel authorization requests and necessary foreign travel paperwork.
Complete reimbursement information after travel is completed.
Complete purchasing transactions for the department.
Order office supplies.
Process all invoices for payment and approve UF purchasing card purchases.
Complete and process purchase orders, pcard expenditures, and requisitions.
Assist with ordering of lab supplies and process research lab bills and payments.
Track resident research purchases and ensure compliance with UF guidelines.
Act 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 payments and maintain accurate submission of requisitions/purchase orders, p-card purchases, and payments to vendors.
Run Pcard charges aging report and reconcile all departmental pcard charges.
Maintain proper paperwork for the required timeframe.
Process invoices and upload supporting documentation.
Maintain accurate records of all transactions in accordance with university, state, and federal requirements.
Assist the SADS department accountant by providing requested information.
Assist the director with clinical, technical, and fiscal reports.
Recommend and implement operating policies and procedures.
Process deposits of cash gifts and gifts-in-kind.
Provide alumni contact information to the Director of Advancement and assist with fundraising letters.
Complete all necessary forms for volunteers in the departmental research labs.
Initiate and monitor access requests with human resources and IT for new employees.
Oversee and back up time approval of all staff.