Job title: Administrative Spec I
Company: University of Florida
Job description: Classification Title:Administrative Specialist I
Job Description:The Department of Medicine, Division of Hematology and Oncology at the University of Florida is seeking a highly organized and detail-oriented Administrative Specialist I. This position provides vital support to faculty, division administrators, and staff in managing the day-to-day administrative functions, ensuring efficient and smooth operations of the office. The ideal candidate will be able to multitask effectively and maintain professionalism while managing diverse tasks. The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff and other visitors. The ideal candidate will be proactive, able to manage multiple tasks, and demonstrate a strong commitment to ensuring the smooth operation of the division’s administrative activities.Essential Functions;Administrative Support
- Provide comprehensive administrative support to the Division Chief, Division Administrator, and assigned faculty within the division, including managing calendars, scheduling meetings, preparing correspondence, and organizing documentation.
- Maintain a thorough understanding of the Division’s needs and priorities while managing the flow of information-both paper and electronic-into and out of the office.
- Design and implement processes to ensure the efficient functioning of the office. Update and maintain office policies and procedures manuals.
- Update and maintain office policies and procedures manuals.
- Demonstrate strong organizational skills, attention to detail, professionalism, and the ability to streamline office operations.
- Process society memberships, subscriptions, and license renewals for assigned faculty.
- Ensure timely and accurate submission of reports, including faculty evaluations, administrative forms, and updates to CVs.
- Maintain accurate electronic calendars for assigned faculty, managing appointments and scheduling meetings. Notify appropriate personnel regarding faculty vacations and absences.
- Assist with the planning and coordination of division events such as seminars, workshops, symposiums, and department meetings. Handle logistics like room reservations, catering, and guest accommodations.
Communication
- Serve as the point of contact for internal and external stakeholders, managing inquiries via phone, email, and in-person interactions.
- Answer and route calls for the Division, taking detailed messages for faculty and the Division Administrator when necessary.
Financial and Purchasing Support
- Assist with processing purchase orders, reimbursements, and monitor expenditures to ensure all financial documentation complies with university policies.
- Obtain vendor quotes, process invoices, and ensure purchases are made in compliance with UF purchasing policies.
- Reconcile procurement card purchases according to university policies and procedures.
- Assist the Division Administrator with the annual divisional budget.
Travel Arrangements
- Coordinate travel arrangements including but not limited to scheduling flights, making hotel reservations, and registration for conferences as directed by assigned staff or faculty. Notify all appropriate personnel regarding faculty PTO and/or absences and updating respective internal spreadsheets and calendars.
- Create detailed itineraries with all relevant travel information and provide them to the traveler prior to their departure.
- Assist with processing payments and/or reimbursements by collecting receipts and submitting expense reports.
Human Resources
- Assist with the onboarding and offboarding processes for new hires, volunteers, and faculty.
- Responsible for coordinating division annual Promotion & Tenure, Mid-cycle review, and faculty evaluation processes.
Divisional and Miscellaneous Support
- Prioritize assignments and messages based on urgency or deadlines and works cooperatively with other division, department and university personnel to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance as established by the Division Administrator. Serve as the liaison to multiple internal and external entities.
- Consistently strive to represent the division, department, and University in a positive and professional manner.
- Assist faculty members in the absence of their administrative support staff.
- Establish and maintain filing systems and ensure divisional operations run smoothly.
- Support recruitment activities, including preparing itineraries and assisting with candidate interviews.
- Greet and assist visitors, representing the Division in a professional and positive manner.
Expected Salary:$19.00 – $25.00 Hourly
Minimum Requirements:Bachelor’s degree; or an equivalent combination of education and relevant experience.
Preferred Qualifications:Knowledge of preparing business formats for letters, memos and manuscripts.
Strong interpersonal and telephone communication skills
Ability to utilize problem solving techniques
Ability to prioritize multiple work assignments and work independently
Ability to communicate effectively, both verbally and in writing
Demonstrate outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines
Proficiency in MS Excel skills, MS Office, PowerPoint, Acrobat, etc
Special Instructions to Applicants:In order to be considered, you must upload your resume.Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: NoAdvertised: 31 Oct 2024 Eastern Daylight Time
Applications close: 08 Nov 2024 Eastern Standard Time
Expected salary: $19 – 25 per hour
Location: Gainesville, FL
Job date: Sat, 02 Nov 2024 01:21:35 GMT
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