Administrative Spec I

University of Florida•Gainesville, FL

1d•$19 - $25

About The Position

Administrative Support Serves as the primary administrative contact for the Division of Gastrointestinal Surgery. Coordinates across the Surgery department, College of Medicine, UF Health and University of Florida as needed Supports the division chief and faculty with calendar management, meeting scheduling, agenda preparation, etc. Prepare and coordinate itineraries and meetings related to faculty recruitment Submit IT and Facilities support requests on behalf of the division Prepare documents, correspondence, reports, presentations and other needs as directed by the division chief or in support of the faculty Travel, Fiscal and Budget Coordinates all UFGO related activities (travel requests, travel arrangements and processing reimbursements) for the division Tracks faculty professional development allowance (PDA) usage Orders supplies as needed by the division and processes the related expenses Processes division related expenses and faculty related expenses (PDA, certifications, licensure and other faculty supported expenses) Assists with the annual budget process by determining the division’s expected expense needs for the upcoming budget year Call Schedule and Leave Process Manages the division’s call schedule process. Works with the division chief to finalize the approved call schedule. Enters the call schedule into EPIC Manages the division’s Request for Time Away (RTA) process. Ensuring division chief approval, clinical notification and enters UF provider leave into PeopleSoft Faculty Eval & P&T Supports faculty with their annual evaluations Assists faculty with their promotion and tenure packets

Requirements

Bachelor's degree; or an equivalent combination of education and relevant experience.

Nice To Haves

Proficiency in Microsoft Office Suite, PeopleSoft, UFGo, myUFLMarketplace
Knowledge of university and state rules, regulations, policy, and procedures pertaining to fiscal transactions
Experience in supporting top level executives within higher education.
Extensive knowledge of administrative and office management principles and practices
Excellent written and oral communication skills.
Ability to work well with all levels of internal staff as well as outside stakeholders and staff within the Division of Gastrointestinal Surgery

Responsibilities

Serves as the primary administrative contact for the Division of Gastrointestinal Surgery.
Coordinates across the Surgery department, College of Medicine, UF Health and University of Florida as needed
Supports the division chief and faculty with calendar management, meeting scheduling, agenda preparation, etc.
Prepare and coordinate itineraries and meetings related to faculty recruitment
Submit IT and Facilities support requests on behalf of the division
Prepare documents, correspondence, reports, presentations and other needs as directed by the division chief or in support of the faculty
Coordinates all UFGO related activities (travel requests, travel arrangements and processing reimbursements) for the division
Tracks faculty professional development allowance (PDA) usage
Orders supplies as needed by the division and processes the related expenses
Processes division related expenses and faculty related expenses (PDA, certifications, licensure and other faculty supported expenses)
Assists with the annual budget process by determining the division’s expected expense needs for the upcoming budget year
Manages the division’s call schedule process.
Works with the division chief to finalize the approved call schedule.
Enters the call schedule into EPIC
Manages the division’s Request for Time Away (RTA) process.
Ensuring division chief approval, clinical notification and enters UF provider leave into PeopleSoft
Supports faculty with their annual evaluations
Assists faculty with their promotion and tenure packets