Administrative Assistant II

University of Florida • Gainesville, FL

1d • Onsite

About The Position

The Department of Anesthesiology at the University of Florida is seeking an Administrative Assistant II to join our Faculty Support Services team. This position provides administrative and operational support to faculty within an assigned division, helping coordinate daily activities, manage competing priorities, and ensure things stay on track. We are looking for someone who is organized, proactive, and comfortable working independently in a fast-paced environment. The ideal candidate takes initiative, anticipates needs, and enjoys being part of a collaborative team where strong administrative support makes a difference.

Requirements

• High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

• Experience with PeopleSoft.
• Knowledge of standard office practices, including professional telephone etiquette, business correspondence, and common administrative forms.
• Familiarity with medical terminology.
• Strong customer service orientation and commitment to providing responsive administrative support.
• Experience coordinating complex calendars, scheduling meetings, and preparing travel itineraries.
• Proficiency with Microsoft Office applications.
• Strong organizational skills and the ability to prioritize and coordinate multiple assignments.
• Demonstrated problem-solving skills and the ability to work independently.
• Excellent written and verbal communication skills, including effective grammar, proofreading, and attention to detail.
• Ability to establish and maintain productive working relationships with colleagues, faculty, and external contacts.

Responsibilities

• Provide primary administrative support to faculty within an assigned division, serving as a reliable point of contact for day-to-day administrative needs.
• Maintain faculty calendars and schedules, proactively coordinating meetings, recurring commitments, and other departmental activities.
• Coordinate divisional meetings, including scheduling participants, preparing agendas, recording minutes, and arranging audiovisual support.
• Maintain faculty dashboards, prepare correspondence, and assist with routine administrative communications.
• Prepare, update, and maintain faculty curriculum vitae (CVs), and enter or transmit information into online systems supporting mid-cycle reviews, promotion, and tenure processes.
• Assist with the development and distribution of clinical call schedules by collecting availability and scheduling requests from faculty, fellows, and residents.
• Process continuing medical education (CME) documentation and maintain records of outstanding requirements to support faculty licensure.
• Collaborate with departmental communications staff to assist faculty with manuscript submissions.
• Support faculty in meeting required training and compliance deadlines.
• Provide backup logistical support for transporting faculty and fellow applicants, as needed.
• Coordinate faculty travel arrangements, including itineraries, travel authorizations, and reimbursements through PeopleSoft.
• Provide guidance to faculty regarding University of Florida travel policies, procedures, and requirements.
• Facilitate purchasing card transactions and reconciliations, prepare requisitions and purchase orders, and process payments for encumbered and unencumbered vouchers, travel, and Earn-to-Learn (E2E) transactions.
• Reconcile monthly purchasing card financial reports and maintain accurate records of expenditures.
• Monitor and update individual faculty Professional Development Account (PDA) balances.
• Assist with divisional purchasing and supply orders, including coordinating catering and refreshments for meetings.
• Work within assigned budget targets while ensuring transactions are processed accurately and in accordance with applicable University policies and procedures.
• Serve as a professional and welcoming point of contact for internal and external constituents, exercising discretion and independent judgment when responding to calls, visitors, and inquiries.
• Answer calls to the Department of Anesthesiology switchboard, assess caller needs, and direct inquiries to the appropriate individual or department.
• Welcome visitors and guests and assist with directing them to appropriate locations.
• Receive and review faculty mail, independently respond to routine correspondence, and complete scheduling and informational questionnaires.
• Coordinate maintenance and repair requests for office equipment and support facilities.
• Identify opportunities to improve administrative processes and operational efficiency.
• Contribute to shared Faculty Support Services responsibilities, providing backup coverage when team members are unavailable.
• Handle confidential information and daily correspondence with professionalism, discretion, and appropriate attention to privacy.
• Independently address routine administrative challenges and resolve conflicts as appropriate.
• Perform other related duties as assigned to support departmental operations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED