Administrative Assistant III

University of Florida•Gainesville, FL

About The Position

This position is responsible for providing administrative support and coordination for multiple clinical attending faculty physicians for the Department of Urology and research faculty. The incumbent will work with faculty and staff acting under minimal supervision, anticipating management or unit needs, proactively solving problems and/or independently handling issues.

Requirements

High school diploma or equivalent and seven years of relevant experience.
Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

Proficient with WordPress and Adobe Photoshop a plus.
Familiar with social media and email marketing.

Responsibilities

Provides administrative support to assigned clinical and research faculty members, as well as VA courtesy faculty, Adjunct faculty, and Clinical Fellows.
Answers main line phone calls, distributes high bulk of the incoming faxes, handles the collection and distribution of incoming and outgoing mail, handles faculty calendars, arranges meetings and prepares schedules for clinical attending commitments, maintains administrative records, edits faculty presentations, coordinates projects and meetings.
Collects information, conducts research, and prepares materials for use in departmental discussions/meetings and for decision-making purposes.
Provides telephone backup for incoming department calls which requires thorough working knowledge of the department, Urology clinic and the university.
Maintains and organizes filing system, prepare travel authorization and reimbursement documents, draft correspondence and reports, PCard, maintain office supply inventory, order lab supplies as needed, submit expense requisitions.
Works closely with other staff on various projects.
Coordinates incoming/outgoing correspondence for clinical faculty, which involves careful review and action on correspondence, general as well as confidential, assures thorough knowledge in order to obtain, compile and analyze pertinent information and data to provide the faculty with background information.
Independently routes copies of relevant correspondence to other personnel as appropriate.
Obtains faculty approval and signature on various documents and correspondence.
Assists faculty with preparation of grant applications to a broad range of sponsors, i.e., government, private foundations, industry, etc.
Prepares and processes internal pre-award forms and documents.
Works closely with the department administration to coordinate grant submissions.
Serves as Human Subject Payments Custodian in the Department.
Assists with the development of Continuing Medical Education (CME) courses, prepares a variety of reports and other material including monthly faculty PDA.
Maintains current bio-sketches and curriculum vitae for clinical faculty, coordinates with department HR staff in an effort to support the faculty in the preparation of tenure and promotion.
Responsible for hospital credentialing for new faculty and reappointment of current faculty both at UF Health and at the VA. This involves obtaining the credentials packet and working with the administrative staff and the faculty members to ensure the packet is complete and ready to submit for committee review and approval.
Other duties as assigned.