Administrative Assistant II

University of Florida • Gainesville, FL

21h

About The Position

This position is located in the Chair’s office for the Department of Medicine. The Department of Medicine consists of well over 1,000 employees including faculty, fellows, residents, interns, U.S.P.S., TEAMS, graduate assistants, and OPS employees. This position provides high level support for the Chair of Medicine as well as the Vice Chair for Clinical Affairs and Vice Chair for Research. The ideal candidate will have a background in business and/or general administration, possess strong interpersonal and personal skills, and be comfortable productively handling multiple tasks and projects of a confidential nature in a fast paced work environment.

Requirements

• High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
• Excellent verbal and written skills
• Must present in a professional manner

Nice To Haves

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft PowerPoint
• PeopleSoft
• Travel & Expense

Responsibilities

• Assists with planning and implementation of the programs supported by the Department of Medicine.
• Serves as secondary/back-up administrative support for the Chair of Medicine, including answering all incoming calls to the Chair Office and welcoming of all visitors, all of which requires organizational and problem-solving skills, as well as professional and welcoming presence.
• Provides coordination of meeting logistics, including room reservations, food orders/deliveries/set-up, IT support and minute-taking.
• Assists with calendars and other administrative tasks as needed or in absence of the Chairs Executive Assistant.
• Serves as the primary administrative support to all Central Administration teams, including Grants, Finance, Coding, Assets/Space and Recruitment, arranging travel, meetings, team member interviews and ensuring appropriate office supplies are available.
• Assists with candidate/visitor wayfinding and secures meeting locations for interview itineraries.
• Performs other duties as assigned including but not limited to updating directory information, answering phones, coordinating annual compliance trainings, and completing special projects for the Chairman/Vice Chair for Clinical Affairs/Vice Chair of Administration/Chief Operating Officer/Chief Financial Officer.
• Serves as back up for all Department-run events, including Research Day and Annual Retreats.

What This Job Offers

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