Administrative Assistant II - Neurology

Neurology•Gainesville, FL

11h•$23 - $24

About The Position

The Administrative Assistant II serves as an assistant to the faculty of the Department of Neurology, College of Medicine. This is a highly professional position that requires the individual to perform a broad range of administrative duties, including scheduling and maintaining calendars, meetings, and travel itineraries; triaging a high volume of calls; coordinating visitors, including travel arrangements and itineraries; assisting with confidential and routine correspondence, evaluations, reports, and emails; and regularly updating CVs and bibliographies. The individual in this role is expected to work with minimal supervision, be proactive in managing assignments and following guidelines, demonstrate strong attention to detail, communicate concisely when appropriate, and possess the ability to successfully manage competing and changing priorities. This role is ideal for candidates with administrative experience in an academic medical environment, providing support to physicians, faculty, or leadership, and with proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, and Publisher). About This Role: This position provides administrative support to the division chief of the General/MS/Neuromuscular Division, faculty in the General/MS/Neuromuscular Division and various other faculty needed. Serves as the primary contact and liaison for the Division of Neuromuscular/General/MS Neurology Chief and faculty. Responsible for managing faculty and division calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments. Schedule and organize monthly and other recurring faculty meetings. Coordinates meetings and events including location arrangements and creating and distributing invitations, related correspondence, agendas, and other related materials. Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff. Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules. Responsible for reviewing attending listings in Amion and Epic and clinic schedules each week to ensure accuracy with division and faculty calendars. Responsible for ensuring master calendar is kept up to date with changes in schedule. Supports mobile clinic maintenance. Responsible for processing leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports and other paperwork as needed for the division chief and faculty. Work with clinic staff to close/reschedule clinics as needed. Coordinates travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies. Collects and provides all travel receipts and information to department fiscal team for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources. Assists with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports. This includes proof reading, editing, copying, and record keeping. Compiles data and information from multiple sources to prepare reports. Responsible for requesting business cards, lab coats, door tags, etc. Provides administrative support to Principal Investigators within division regarding lab set up, orders, etc. Liaison with UF Health Communications and department Communications Assistant to keep division website, and UF Health websites up to date, including faculty pages as they relate to the division. Coordinate with UF Health Communications regarding any marketing needs. Division Administrative Support Provides general office support including greeting walk-ins, tracking supply inventory and requesting replenishments as needed, covering main phone lines with administrative assistant team, picking up and distributing mail, maintaining division meeting room, and supporting other staff as needed. As part of the main phone line coverage and front desk coverage for the division, directs patient calls as needed to the Patient Access Center and works with faculty on direct peer to peer calls regarding patients. Actively participates as a member of the administrative assistant team. Attends weekly administrative assistant team meetings and other related meetings. Provides primary back-up support to the Movement Division Administrative Assistant. Also provides support to other areas as needed. Rotates in providing MBI holiday coverage with administrative assistant team. Takes initiative to find ways to enhance the support provided to the division and actively collaborates with the administrative assistant team. Works as a collaborative team member with department staff. Responsible for maintaining knowledge of policies and procedures related to the role. Proactively works with other areas in the department to navigate questions and resolve complex issues. Recruitment, Guest, and Event Support Assist search committees in all aspects of recruiting including travel and lodging, scheduling seminars and interview schedules (itineraries). Generate and distribute itineraries, announcements, room and audiovisual scheduling, and candidate assessment requests. Establish contact with school administrators, real estate agents, and other community resources. Assist with the interview schedules (itineraries) for advanced practice providers and other staff members as needed. Assists with onboarding new faculty and staff to ensure a smooth transition to the university and area. Travel may be required a several times a year, including escorting candidates to UF and Gainesville-based locations. Organize division related-events including invited guest speakers, outreach events, think tanks, symposiums, graduations, social events, and others. This may include finding a conference space, hotel blocks, catering, rentals, invitations, itinerary, set-up and breakdown support, etc. Arrange speaker reimbursement, lodging and honorarium in collaboration with the department fiscal team.

Requirements

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

Nice To Haves

Advanced knowledge of modern office practices and procedures including word processing, database management, excellent oral and written communication skills, ability to deal sensitively with many types of people, and excellent attention to detail.
Proficiency using Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, Publisher), Adobe Acrobat, and Zoom.
Strong organization, time management, interpersonal, communication, and problem-solving skills.
Experience within an academic medical environment providing administrative support to physicians, faculty, or leadership.
Knowledge is call and clinic schedules helpful.
Present a professional demeanor and attitude, including maintaining a high level of confidentiality related to sensitive materials and issues.
Valid driver's license and access to a personal vehicle.

Responsibilities

Serves as the primary contact and liaison for the Division of Neuromuscular/General/MS Neurology Chief and faculty.
Responsible for managing faculty and division calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments.
Schedule and organize monthly and other recurring faculty meetings.
Coordinates meetings and events including location arrangements and creating and distributing invitations, related correspondence, agendas, and other related materials.
Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff.
Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules.
Responsible for reviewing attending listings in Amion and Epic and clinic schedules each week to ensure accuracy with division and faculty calendars.
Responsible for ensuring master calendar is kept up to date with changes in schedule.
Supports mobile clinic maintenance.
Responsible for processing leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports and other paperwork as needed for the division chief and faculty.
Work with clinic staff to close/reschedule clinics as needed.
Coordinates travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies.
Collects and provides all travel receipts and information to department fiscal team for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
Assists with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports. This includes proof reading, editing, copying, and record keeping.
Compiles data and information from multiple sources to prepare reports.
Responsible for requesting business cards, lab coats, door tags, etc.
Provides administrative support to Principal Investigators within division regarding lab set up, orders, etc.
Liaison with UF Health Communications and department Communications Assistant to keep division website, and UF Health websites up to date, including faculty pages as they relate to the division.
Coordinate with UF Health Communications regarding any marketing needs.
Provides general office support including greeting walk-ins, tracking supply inventory and requesting replenishments as needed, covering main phone lines with administrative assistant team, picking up and distributing mail, maintaining division meeting room, and supporting other staff as needed.
As part of the main phone line coverage and front desk coverage for the division, directs patient calls as needed to the Patient Access Center and works with faculty on direct peer to peer calls regarding patients.
Actively participates as a member of the administrative assistant team.
Attends weekly administrative assistant team meetings and other related meetings.
Provides primary back-up support to the Movement Division Administrative Assistant. Also provides support to other areas as needed.
Rotates in providing MBI holiday coverage with administrative assistant team.
Takes initiative to find ways to enhance the support provided to the division and actively collaborates with the administrative assistant team.
Works as a collaborative team member with department staff.
Responsible for maintaining knowledge of policies and procedures related to the role. Proactively works with other areas in the department to navigate questions and resolve complex issues.
Assist search committees in all aspects of recruiting including travel and lodging, scheduling seminars and interview schedules (itineraries).
Generate and distribute itineraries, announcements, room and audiovisual scheduling, and candidate assessment requests.
Establish contact with school administrators, real estate agents, and other community resources.
Assist with the interview schedules (itineraries) for advanced practice providers and other staff members as needed.
Assists with onboarding new faculty and staff to ensure a smooth transition to the university and area.
Organize division related-events including invited guest speakers, outreach events, think tanks, symposiums, graduations, social events, and others. This may include finding a conference space, hotel blocks, catering, rentals, invitations, itinerary, set-up and breakdown support, etc.
Arrange speaker reimbursement, lodging and honorarium in collaboration with the department fiscal team.

Benefits

Low-cost State Health Plans : Medical, Dental, and Vision Insurance
Life and Disability Insurance
Generous Retirement Options to secure your future
Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
Exceptional Personal and Professional Development Opportunities : Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
Tuition Assistance through the UF Employee Education Program
Public Service Loan Forgiveness (PSLF) Eligible Employer

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