Administrative Assistant II

University of Florida•Gainesville, FL

4d•Onsite

About The Position

This position provides administrative support within a clinical division, focusing on coordinating schedules, managing office operations, and supporting faculty. The role involves managing multiple calendars, handling correspondence, and serving as a liaison between various departments and external entities. The Administrative Assistant II will also assist with academic document preparation and provide back-up support for fiscal transactions and recruitment.

Requirements

High school diploma or equivalent
Four years of relevant experience

Nice To Haves

Expert proficiency in MS Office Suite
Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines
Demonstrated ability to establish and maintain effective working relationships with others
Demonstrated ability to function under stressful circumstances, always maintaining respectful and supportive interactions
Demonstrated ability to communicate effectively both verbally and in writing
Demonstrated ability to work independently
Well-developed interpersonal and telephone skills

Responsibilities

Coordinate endoscopy, clinic, and/or inpatient service schedules.
Review clinical schedules and leave requests to assess feasibility and impact.
Submit leave requests on behalf of Faculty, Fellows, and Advanced Practice Providers.
Enter clinical schedules in various platforms and send calendar invitations.
Coordinate and track clinic changes or cancellations.
Cover multi-line phone system and route calls.
Maintain Divisional calendar for meetings and conferences.
Send weekly reminder emails for meetings and conferences.
Change out Division dosimetry badges monthly.
Route mail and correspondence, prepare and send outgoing mail.
Place building maintenance, IT, and other work orders.
Assist with the creation and marketing of the Alumni newsletter.
Coordinate meetings and maintain assigned faculty’s calendars.
Maintain accurate and up to date CV’s for assigned faculty.
Assist faculty with preparation or dissemination of academic documents.
Maintain calendars and screen telephone calls for assigned faculty.
Prioritize assignments and messages based on urgency or deadlines.
Work cooperatively with other Division, Department, and University staff.
Serve as a liaison to multiple internal and external entities.
Work closely with secretarial support staff to ensure faculty are supported.
Provide direct back-up support for fiscal transactions, accounts payable, faculty recruitment, and Advanced Endoscopy procedure scheduling.