OPS Administrative Assistant

University of Florida•Gainesville, FL

1d•$18 - $19

About The Position

The Department of Pathology, Immunology, and Laboratory Medicine is recruiting for an OPS Administrative Assistant to assist faculty and staff with administrative, research, and teaching correspondence/materials (composition and editing of letters, memos, slides, tables, copying, FedEx etc.). Maintain files as necessary. Assists faculty and Pathology HR with hiring/volunteer paperwork. Sends initial paperwork and contact information to Pathology HR. Inform Pathology HR of changes/update to distributions lists. Assists faculty and staff with appointment scheduling (administrative, EP, conference room). Assist with time approval for supervisors as necessary. Update faculty and lab websites when necessary. Answers and directs incoming phone calls and messages. Fill out Faculty Leave Forms when appropriate. Assist faculty, staff, postdocs, graduate students, etc. with travel (domestic and foreign) arrangements (registration, airline, lodging, etc.). Submit Travel Authorizations prior to travel and make sure expense reports are processed accurately and in a timely manner using the proper funding. Fill out Faculty Leave Forms and inform supervisors of travel plans when appropriate. Assists faculty / lab personnel with ordering of lab supplies and equipment for nine labs, using PO’s and PCard purchases. Reconcile PCard charges weekly. Make sure invoices are processed in a timely manner and fiscal information is sent to Pathology Fiscal for accurate processing. Review (monthly) PCard Reporting. Work with faculty to efficiently and accurately expend budgeted funds. Inform faculty of fund balances when necessary. Assist with maintenance/repair and location of equipment when necessary. Assist with miscellaneous secretarial duties (letters, copying, mail, FedEx, follow-up on projects, etc.). Serve as back-up to the other Team Members as necessary. Assist other Team Members to standardize training and fiscal procedures (PCard, travel, etc.) and to strength our Team. Back-up for package retrieval and distribution as necessary. Assist with special projects and other duties as assigned and follow-up on status/completion.

Requirements

High school diploma or equivalent
One year of relevant experience.
Effective use of PC, internet and e-mail.
Problem solving and making decisions under stressful conditions, handling multiple tasks, and determining work priorities, working independently.
Experience in Microsoft Office including word processing and database and spreadsheet applications.

Nice To Haves

Certification in UF Fiscal Management and Academic Department Support
Knowledge of Business and accounting procedures including certification in business communication, University/College of Medicine rules and regulations particularly related to subcontracting pre- and post-awards for grants

Responsibilities

Assist faculty and staff with administrative, research, and teaching correspondence/materials (composition and editing of letters, memos, slides, tables, copying, FedEx etc.).
Maintain files as necessary.
Assist faculty and Pathology HR with hiring/volunteer paperwork.
Send initial paperwork and contact information to Pathology HR.
Inform Pathology HR of changes/update to distributions lists.
Assist faculty and staff with appointment scheduling (administrative, EP, conference room).
Assist with time approval for supervisors as necessary.
Update faculty and lab websites when necessary.
Answer and direct incoming phone calls and messages.
Fill out Faculty Leave Forms when appropriate.
Assist faculty, staff, postdocs, graduate students, etc. with travel (domestic and foreign) arrangements (registration, airline, lodging, etc.).
Submit Travel Authorizations prior to travel and make sure expense reports are processed accurately and in a timely manner using the proper funding.
Fill out Faculty Leave Forms and inform supervisors of travel plans when appropriate.
Assist faculty / lab personnel with ordering of lab supplies and equipment for nine labs, using PO’s and PCard purchases.
Reconcile PCard charges weekly.
Ensure invoices are processed in a timely manner and fiscal information is sent to Pathology Fiscal for accurate processing.
Review (monthly) PCard Reporting.
Work with faculty to efficiently and accurately expend budgeted funds.
Inform faculty of fund balances when necessary.
Assist with maintenance/repair and location of equipment when necessary.
Assist with miscellaneous secretarial duties (letters, copying, mail, FedEx, follow-up on projects, etc.).
Serve as back-up to the other Team Members as necessary.
Assist other Team Members to standardize training and fiscal procedures (PCard, travel, etc.) and to strength our Team.
Back-up for package retrieval and distribution as necessary.
Assist with special projects and other duties as assigned and follow-up on status/completion.