Administrative Assistant II
About The Position
The Administrative Assistant II in the Division of Pediatric Neurology within the Department of Pediatrics provides general to moderately complex administrative and operational support to divisional faculty, staff, trainees, and leadership. The position coordinates calendars, meetings, correspondence, reports, records, shared resources, and communications, and serves as a resource for routine divisional policies, procedures, and administrative processes. The role supports recruitment and onboarding, provider scheduling, payroll and human resources processes, fiscal administration, purchasing, facilities, information technology coordination, and event planning. It also assists with daily operations and special projects, provides cross-coverage for other divisions as assigned, and helps ensure efficient and continuous administrative services 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, communication, and customer service skills.
Responsibilities
- Coordinate daily office activities and provide administrative support to faculty, staff, trainees, and divisional leadership.
- Coordinate calendars, meetings, conference room reservations, meeting logistics, agendas, correspondence, reports, presentations, and meeting minutes.
- Maintain divisional contact lists, organizational charts, distribution lists, records, shared resources, filing systems, administrative workflows, and confidential records.
- Monitor shared divisional email accounts, respond to routine and moderately complex inquiries, and route requests appropriately.
- Coordinate meetings, seminars, lectureships, educational activities, guest speakers, and special events, including logistics, materials, travel, and accommodations.
- Coordinate candidate interviews, recruitment itineraries, travel arrangements, onboarding activities, workspace setup, access requests, and orientation scheduling.
- Assist with travel requests, expense reimbursements, purchasing requests, UF Marketplace requisitions, invoices, and other routine fiscal transactions; maintain supporting documentation.
- Monitor, order, and maintain office and operational supplies and inventory.
- Assist with payroll and human resources processes, including timekeeping and leave reporting.
- Assist with facilities maintenance and information technology service requests, office moves, workstation setup, and other operational support activities.
- Provide administrative support and cross-coverage for other Department of Pediatrics divisions as assigned by the Division Administrator.
- Assist with workload redistribution during staffing shortages, employee leave, vacancies, and other operational needs.
- Support departmental initiatives, coordinate special administrative projects, and perform additional duties as assigned by the Division Administrator and/or divisional leadership.
- Collaborate with divisional and departmental personnel to maintain efficient workflows and continuity of administrative services.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
