Administrative Assistant I

University of Florida•Gainesville, FL

About The Position

Assist residency Residency/Fellowship Program Assistant with annual Interviews, graduation, resident banquet planning, year-end forms, and site visit documentation (as needed). Assist admin support I with resident travel as needed. Provide secretarial for OMFS faculty members (as needed); to include, but not limited to preparing a variety of reports/letters, maintaining calendar activities, coordinate meetings, maintain files. Assist with travel arrangements for OMFS faculty members; oversees travel for all OMFS researchers and their grant personnel. Purchases supplies for OMFS administrative and clinical areas as needed. Maintain PCard purchases and reconciling all PCard transactions following rules and regulations pertaining to PCard Holder. Set up purchase orders for OMFS, create and approve requisitions, get quotes as needed. For the research areas of OMFS, handle invoices, manually enter quotes for purchases when the vendor is not in the system, pay all invoices and approve pcard charges. Assist with maintaining department website. Liaise with college Communications Office for making additions/corrections to site. Assist administrative office with processing mail, answering telephones and other departmental needs, including assisting with maintaining office supply inventory.

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 accounting principles
Knowledge of personnel principles
Knowledge of PeopleSoft
Knowledge of administrative principles and practices
Knowledge of grant procedures
Knowledge of state and federal grant guidelines and policies

Responsibilities

Assist residency Residency/Fellowship Program Assistant with annual Interviews, graduation, resident banquet planning, year-end forms, and site visit documentation (as needed).
Assist admin support I with resident travel as needed.
Provide secretarial for OMFS faculty members (as needed); to include, but not limited to preparing a variety of reports/letters, maintaining calendar activities, coordinate meetings, maintain files.
Assist with travel arrangements for OMFS faculty members; oversees travel for all OMFS researchers and their grant personnel.
Purchases supplies for OMFS administrative and clinical areas as needed.
Maintain PCard purchases and reconciling all PCard transactions following rules and regulations pertaining to PCard Holder.
Set up purchase orders for OMFS, create and approve requisitions, get quotes as needed.
For the research areas of OMFS, handle invoices, manually enter quotes for purchases when the vendor is not in the system, pay all invoices and approve pcard charges.
Assist with maintaining department website.
Liaise with college Communications Office for making additions/corrections to site.
Assist administrative office with processing mail, answering telephones and other departmental needs, including assisting with maintaining office supply inventory.