Administrative Assistant II

University of Florida • Gainesville, FL

1d • Hybrid

About The Position

The position is located in the Department of Medicine, Division of Pulmonary, Critical Care & Sleep Medicine. The Administrative Assistant II is responsible for providing administrative and fiscal support for faculty and staff in the Division. The Administrative Assistant II is directly responsible for all fiscal activities in the division, including pcard purchases, travel, reimbursements, purchase orders, etc. The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors. The Administrative Assistant II performs responsibilities by anticipating needs and proactively providing support with minimal direction. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position's job duties. We are seeking an engaging, professional, and highly responsible individual for this role. Your ability to work autonomously, set priorities, meet deadlines, and exercise sound judgment in diverse situations is crucial. Strong organizational skills, attention to detail, exceptional communication, and desire to create a welcoming environment are key attributes for success in this position. This position requires on campus presence and is not eligible for remote work during the initial onboarding and training period. Hybrid flexibility may be provided after completion of the initial training period.

Requirements

• High school diploma or equivalent
• Four years of relevant experience

Nice To Haves

• Proficiency in Word, Excel, PowerPoint, Outlook E-mail and Internet
• Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to function under stressful circumstances always maintaining respectful and supportive interactions
• Ability to communicate effectively both verbally and in writing.
• Ability to work independently
• Strong interpersonal and telephone skills
• Intermediate knowledge of PeopleSoft and SharePoint
• Prior Customer Service experience in administrative/academic office
• Intermediate to advanced knowledge of Microsoft Outlook
• Prior UF PCard experience and/or training

Responsibilities

• Processes all Division pcard expenditure verifications to include the collection of Division Administrator approvals, invoices and packing slips, establishes purchase orders and submits voucher payment requests.
• Provides assistance to the Division’s accountant as needed for fiscal related items.
• Serves as the primary point of contact between the Division and Department in regards to fiscal submissions.
• Reviews and reconciles reoccurring monthly expenses and assists with processing order requests for the faculty and staff.
• Facilitates vendor applications in regards to independent contractors and new vendors to include serving as the primary point of contact and submitting forms for processing.
• Manages equipment and asset tracking log to ensure all items are delivered, decalled and tracked properly.
• Serves as the liaison between the Division and the Department’s asset manager to ensure records are up to date.
• Maintain a professional office environment for the Divisional admin office.
• Design and implement processes for the efficient functioning of the office.
• Update and maintain office policies and procedures manual.
• Perform administrative duties, including typing correspondence and answering main telephone lines for the office and routes calls appropriately according to protocols.
• Maintains accurate daily electronic calendars for their assigned faculty, including administrative and academic appointment schedules as directed by assigned faculty or staff.
• Screen and prioritize requests for appointments.
• Schedules meetings as directed and notifies all appropriate personnel regarding faculty vacations and/or absences.
• Arranges/processes travel for staff, faculty, visitors and graduate students for the Division including confirming reservations and travel plans, requesting UFID’s for new travelers and visitors, preparing and processing travel authorizations, expense reports and reimbursements through PeopleSoft management.
• Provides support for guest speakers and trainers as it relates to travel arrangements, confirming presentation itineraries and processing honorarium payments.
• Serves as the primary point of contact between the Division and Department in regards to travel submissions.

Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Florida Retirement System Retirement Plans
• Paid Time Off
• Personal and Professional Development Opportunities (UF Training & Organizational Development)
• Tuition Assistance (UF Employee Education Program)
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees