Administrative Assistant II

University of Florida•Gainesville, FL

1d•$23 - $25

About The Position

Administrative support will include providing office support to up to five Assistant and/or Associate level professors in the department. Duties will include maintaining academic calendars and schedules, triage phone calls appropriately, opening and sorting mail, and making travel arrangements for business meetings. Individual will have access to electronic medical record in order to review and share information with faculty member as required. Assist faculty member with updates to CV and manage documentation and data for promotion and tenure packets. Assist faculty member with course organization and assist with required paperwork. Arrange for catering for meetings and other special events as needed. Assist with the recruitment process for open faculty positions. Disseminate department announcements for meetings, presentations and lectures. Assist faculty with confidential correspondence, letters of recommendation and other sensitive information. Assist faculty with tracking CME credits, renewing licenses, memberships and tracking deadlines for recredentialing, etc. Departmental duties will include coordinating the departmental monthly quality assurance (QA) meeting for residents and faculty. Individual will assist faculty supervisor of APPs in clinic with leave management and communication to clinics. Will assist APPs with travel and other UF business related events, as well as weekly schedule reassignments. Assist clinical faculty with clinical trials. Miscellaneous tasks will include cross training to cover other Administrative Assistants in the department as well as cross training to cover the front desk at our clinic locations. Other duties will be assigned based on individual qualifications.

Requirements

High school diploma or equivalent
Four years of relevant experience

Nice To Haves

Experience with Microsoft Office Products (Outlook, Excel, Word, PowerPoint, etc)
Customer Service Skills
Organization Skills
Experience inmedical office
Ability to prioritize multiple tasks in order to meet competing deadlines
Ability to plan, organize and coordinate work assignments
Ability to work independently and make decisions in a quick and decisive manner
Ability to communicate effectively in person, on the phone and in writing
Ability to be detailed, accurate and confidential with work assignments
Ability to maintain effective working relationships with colleagues, faculty and residents

Responsibilities

Maintaining academic calendars and schedules
Triage phone calls appropriately
Opening and sorting mail
Making travel arrangements for business meetings
Review and share information with faculty member as required
Assist faculty member with updates to CV
Manage documentation and data for promotion and tenure packets
Assist faculty member with course organization and assist with required paperwork
Arrange for catering for meetings and other special events as needed
Assist with the recruitment process for open faculty positions
Disseminate department announcements for meetings, presentations and lectures
Assist faculty with confidential correspondence, letters of recommendation and other sensitive information
Assist faculty with tracking CME credits, renewing licenses, memberships and tracking deadlines for recredentialing, etc
Coordinating the departmental monthly quality assurance (QA) meeting for residents and faculty
Assist faculty supervisor of APPs in clinic with leave management and communication to clinics
Assist APPs with travel and other UF business related events, as well as weekly schedule reassignments
Assist clinical faculty with clinical trials
Cross training to cover other Administrative Assistants in the department as well as cross training to cover the front desk at our clinic locations
Other duties will be assigned based on individual qualifications