Administrative Support Assistant II - Neurology - Neurocritical Care

Neurocritical Care • Gainesville, FL

22h • $23 - $24

About The Position

The Department of Neurology, Division of Neurocritical Care, is seeking a detail-oriented candidate for an Administrative Support Assistant II position to provide administrative support to the Division Chief, faculty, and other staff as needed. Responsibilities include 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 bibliographies and biosketches. 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).

Requirements

• High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Nice To Haves

• Experience within an academic medical environment providing support to physicians, faculty, or leadership.
• Advanced knowledge of routine office practices and procedures.
• Proficiency using Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, Publisher), Adobe Acrobat, and Zoom
• Excellent communication, organizational, and relationship-building skills.
• Proven ability to: Present a professional demeanor and attitude, including maintaining a high level of confidentiality related to sensitive materials and issues Compose professional correspondence and proofread.
• Complete assignments accurately and with attention to detail.
• Exercise sound judgment when completing tasks and making critical decisions.
• Comfortability with learning and implementing new computer programs/software

Responsibilities

• Division Chief and Faculty Support Serves as the primary contact and liaison for the Division of Neurocritical Care Division Chief and faculty members.
• Manages faculty calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments.
• Coordinates meetings and events including correspondence, location, and agenda.
• Works with other departmental and hospital staff to convey and maintain inpatient call schedules.
• Coordinates travel arrangements including transportation, accommodations, and itineraries.
• Assists with confidential and routine correspondence, evaluations, and reports.
• Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff.
• Supports annual divisional training course ENLS (Emergency Neurological Life Support).
• Maintains inventory of office supplies and requests orders/restocks, as necessary.
• Ensures information regarding division is accurate on website.
• Recruitment, Guest, and Event Support Arranges travel, accommodations, itineraries, and meetings for faculty candidates and other division guests.
• Provide event support for faculty searches, dignitaries, VIPs, selected invited guest speakers, departmental development, alumni and social events, to include arrangements for catering, invitations, etc.
• May coordinate large scale events in collaboration with faculty such as symposiums for the division.
• Assists with onboarding new faculty to ensure a smooth transition to the university and area.
• Travel may be required a few times a year, including escorting candidates to Gainesville-based locations.
• Call Schedule Maintenance for Neurocritical Care Division Working with the division faculty, assists with creation of yearly call schedule and entry into EPIC.
• Manages changes throughout the year in EPIC.
• Administrative Office Support Assist in answering main line calls with the administrative group.
• Rotates in mail collection/distribution schedule.
• Greets/assists visitors to the main Neurology Administrative Offices in the MBI.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees