Administrative Assistant II

University of Florida•Gainesville, FL

3d•Onsite

About The Position

This position is located in the Department of Medicine, Division of Hematology/Oncology. The incumbent will assist the Division Administrator and Division Manager in the day-to-day operations of the Division. The primary duties include, but are not limited to, providing office support to division faculty, maintaining academic calendars and schedules, triaging phone calls, opening and sorting mail, making arrangements for meetings and events, and assisting with the coordination of faculty and extender recruitment activities, as well as supporting onboarding processes for new hires.

Requirements

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Strong both verbally and written
Excellent computer skills (Word, Excel, PowerPoint, E-Mail, Adobe Acrobat)
Ability to plan, organize and coordinate all work assignments
General working knowledge of People Soft
Knowledge of preparing and submitting manuscripts for peer review and publication in Medical Journals
Knowledge of standard business formats for letters, memos, and manuscripts.
Knowledge of basic office procedures, filing systems, basic math and the ability to perform mathematical calculations
Ability to work independently
Strong interpersonal and telephone skills
Basic knowledge of medical terminology and excellent editing skills

Responsibilities

Develop and maintain understanding of the requirements and priorities unique to the Division of Hematology/Oncology and the Chief’s role.
Coordinate assigned faculty activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University.
Manage the flow of all information in and out of the office, both paper and electronic information.
Review all incoming correspondence in team inbox, prioritizes, and delegates information to others as appropriate.
Maintain a professional office environment for the Division Hematology/Oncology.
Design and implement processes for the efficient functioning of the office.
Coordinate and maintain calendar of their assigned faculty.
Screen and prioritize requests for appointments.
Perform administrative duties, including typing correspondence and answering main telephone lines for the office Division of Hematology/Oncology and routes calls appropriately according to protocols.
Records detailed and accurate messages for the faculty and Administration leadership, when unavailable to receive incoming calls.
Coordinates travel arrangements, including but not limited to, scheduling flights, making hotel reservations, registering for conferences as directed.
Collects travel receipts and supporting documentation for payment and/or reimbursement or to sponsoring agency if travel is funded.
Processes both Travel Authorizations (TA) and Expense Reports (ER) for assigned faculty and extenders.
Processes applications for society memberships, subscriptions, license renewals for assigned faculty and extenders.
Types confidential and routine correspondence, memoranda, protocols, letters, meeting minutes, and reports, from dictation or handwritten copy for the assigned faculty and other faculty members as needed.
Uses correct formatting, spelling, and grammar in all correspondence.
Opens and sorts confidential and routine mail for the Division Chief and other faculty members as directed.
Pick up and deliver materials or obtains signatures within the Health Science Center, VA Medical Center, and University of Florida main campus as requested.
Maintain accurate and up to date CVs for assigned faculty with attention spelling, grammar and punctuation.
Maintain Division schedules, including attending and conference schedules.
Obtain journal articles, and other information from HSC Library and online sources in support of assigned faculty, as requested.
Assist Fellowship Coordinator and Administrative Specialist I with scheduling academic conferences, which may including assisting with ordering lunch, setting up conference space, communication with vendors, and making copies of presentations.
Assist other faculty in the absence of their primary support staff.
Interact in a professional manner with the other members of the administrative staff.
Assist with the operations of the Division office.
Answer main telephone in division office, triaging calls to the appropriate areas, and other office support as needed.
Establish and maintain filing systems.
Implement and maintain office systems.
Prepare travel authorizations and expense reports for assigned faculty and extenders.
Assist with recruitment activities, such as escorting candidates.
Constantly striving to represent the Division, Department and University in a positive and professional manner.
Prioritizes assignments and messages based on urgency and/or deadlines and works cooperatively with other Divisions, Departments, and other University staff to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance as established by the Division’s Administrator.
Serves as a liaison to multiple internal and external entities, including but not limited to Department of Medicine and all Divisions, College of Medicine, Cardiology West and CVC clinics, Shands Hospital, VA Medical Center, referring physicians, patients, and patients’ families.
Greets visitors to the Division and assists visitors and/or staff with locating offices and providing directions as necessary.
Adheres to all office policies, procedures, and protocols.