Administrative Assistant II

University of Florida•Gainesville, FL

6d•Onsite

About The Position

The Administrative Assistant II in the Division of Pediatric Neurology within the Department of Pediatrics provides administrative and operational support to divisional faculty, staff, and leadership by performing a variety of general to moderately complex administrative duties. Responsibilities include coordinating calendars and meetings, preparing correspondence and reports, maintaining records and shared resources, managing communications, supporting recruitment and onboarding activities, and serving as a resource regarding routine divisional policies, procedures, and administrative processes. This position also supports fiscal and human resources processes, provider scheduling, facilities and information technology coordination, and event planning. The role serves as a key administrative resource for the division by supporting daily operations, coordinating special projects, and ensuring efficient and effective office functions in accordance with University and departmental policies and procedures.

Requirements

High school diploma or equivalent
Four years of relevant experience

Nice To Haves

Experience with Microsoft Office applications
Familiarity with University of Florida administrative systems, including myUFL, UF GO, UF Marketplace, and Epic
Strong organizational skills
Strong communication skills
Strong customer service skills

Responsibilities

Provides administrative support for an assigned division within the Department of Pediatrics by coordinating daily office activities and serving as a primary resource for faculty, staff, trainees, and divisional leadership regarding routine divisional policies, procedures, and administrative processes.
Coordinates calendars, meetings, conference room reservations, and meeting logistics; prepares agendas, correspondence, reports, presentations, and meeting minutes; and maintains divisional contact lists, organizational charts, distribution lists, records, and shared resources.
Monitors shared divisional email accounts, responds to routine and moderately complex inquiries, and ensures timely communication and appropriate routing of requests.
Maintains office filing systems, administrative workflows, and confidential records in accordance with University and departmental procedures.
Coordinates divisional meetings, seminars, lectureships, educational activities, guest speakers, and special events by arranging meeting logistics, preparing materials, coordinating travel and accommodations, and providing administrative support before, during, and after events.
Provides administrative support for divisional operational activities, including recruitment and onboarding, provider scheduling, payroll, human resources, fiscal administration, purchasing, and facilities coordination.
Coordinates candidate interviews, recruitment itineraries, travel arrangements, onboarding activities, workspace setup, access requests, and orientation scheduling.
Assists with processing travel requests, expense reimbursements, purchasing requests, UF Marketplace requisitions, invoices, and other routine fiscal transactions while maintaining supporting documentation and monitoring office supply inventories.
Orders and maintains office and operational supplies while monitoring inventory levels to ensure uninterrupted divisional operations and the efficient use of departmental resources.
Assists with payroll and human resources processes, including timekeeping and leave reporting.
Assists with facilities maintenance requests, information technology service requests, office moves, workstation setup, and other operational support activities to ensure efficient divisional operations.
Provides administrative support and cross-coverage for other divisions within the Department of Pediatrics as assigned by the Division Administrator.
Assists with workload redistribution during staffing shortages, employee leave, vacancies, and other operational needs to ensure continuity of departmental operations.
Supports departmental initiatives, coordinates special administrative projects, and performs additional duties as assigned by the Division Administrator and/or divisional leadership.
Collaborates with divisional and departmental personnel to maintain efficient administrative workflows and ensure continuity of administrative services across the department.