Administrative Assistant II

University of Florida•Gainesville, FL

3d•$20 - $22•Onsite

About The Position

The College of Dentistry, Office of Clinic Administration is recruiting for an Administrative Assistant II. This position provides support to the Office of Clinic Administration.

Requirements

High school diploma or equivalent and four years of relevant experience.

Nice To Haves

Experience handling general office equipment to include, facsimile machine, computer, copier, calculator.
Skills to operate a computer, and be proficient with Windows, and Microsoft Office (Word, and Excel).
Must have a desire to grow and develop skills that serve this office and the college as well as the incumbent’s professional advancement.

Responsibilities

Provide support for the office of Clinic Administration.
Answer and direct telephone calls to the appropriate office.
Manage parking vouchers as needed for guests/vendors/visitors for the office.
Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance at the unit level.
Provide phone coverage for the dean’s office as needed, such as during college closures and events.
Direct support for the Associate Dean of Clinical Affairs and Quality, the Assistant Director of Clinical Affairs & Quality, the Director of Screening & Patient Services, the Patient Advocate, Clinic Admin Team and the Treatment Coordinators (Care Groups).
Creates or maintains unit filing systems or workflows to be maintained for Clinic Administration.
Coordinates travel arrangement, makes reservations, and processes reimbursements.
Supports clinic administration with management of the incoming and outgoing regular and interoffice mail.
Responsible for updating the space inventory/survey for clinics and clinic administration, and for managing the key card access of predoctoral students to their home clinics.
Update or assist with developing websites.
Provide administrative support for the Clinical Affairs and Quality Assurance Committee and sub-committees as applies.
Schedule all meetings, maintain shared governance website with current agenda/minutes/handout documents and committee membership.
Keep the committee distribution list current.
Assist with scheduling patients for the screening clinic.
Assist Clinic Administration personnel in tracking and verifying compliance requirements for incoming residents, fellows, student dentists, volunteers and vendors.
Monitor/Facilitate and report training compliance for : BLS Training, Bloodborne Pathogen , Biomedical Waste Management, OSHA, HIPAA & CS (students/volunteers/shadows/vendors): Producing Compliance reports monthly for department administrators.
Maintain office supply inventory, interact with vendors, serve as unit contact for space, equipment or facility issues for the office of Clinic Administration (including support for Clinical Care Group offices).
Coordinate events or special administrative projects
Other duties as assigned.