Administrative Support AST III

University of Florida • Gainesville, FL

3d

About The Position

This position provides programmatic support, faculty support, purchasing and accounts payable assistance, and aids in strategic development and special projects. The role involves managing division meetings, overseeing educational activities, coordinating lectures and events, assisting with research proposal preparation, and serving as an administrative liaison with external hospice organizations. Additionally, it supports the division chief with high-level administrative tasks, manages faculty leave requests, and coordinates faculty effort. The role also ensures compliance with purchasing policies and assists in resolving inter-departmental administrative issues.

Requirements

• High school diploma or equivalent
• 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

• Bachelor’s degree in Healthcare, Business Administration or an appropriate area of specialization.

Responsibilities

• Attend and maintain Division meetings, including scheduling, arranging logistics, managing sign-in sheets, and preparing minutes.
• Oversee education activities, including fellowship development and medical student course reporting.
• Coordinate the Palliative Lecture Series and the Annual division CME event.
• Provide Quality oversight of research proposal preparation, including IRB protocols, literature searches, and collaboration coordination.
• Function as the institutional CAPC coordinator.
• Serve as the administrative liaison with Haven Hospice and other local Hospices.
• Complete inpatient schedules and enter them into the hospital on-call system.
• Provide administrative support to the division chief with professionalism and confidentiality.
• Assist with processing and tracking faculty leave requests.
• Act as the Faculty effort coordinator.
• Develop recruitment itineraries for faculty candidates.
• Ensure division purchases are made and processed according to University and Department policy and in alignment with budget.
• Assist in facilitating resolution of administrative, operational, and communication issues between the division and other institutional entities.
• Develop and implement business plans, special projects, and strategies.
• Perform other duties as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED