Job Information
University of Florida Administrative Assistant II in Gainesville, Florida
Administrative Assistant II
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533743&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533743
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department: 29050900 - MD-PULMONARY MEDICINE
Classification Title:
Administrative Assistant II
Job Description:
The Department of Medicine, Division of Pulmonary, Critical Care & Sleep Medicine is seeking a full time Administrative Assistant II. The position is responsible for providing administrative support for faculty and staff in the Division. 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 Administrative Assistant II performs responsibilities by anticipating needs and proactively providing support with minimal direction. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position's job duties.
We are seeking an engaging, professional, and highly responsible individual for this role. Your ability to work autonomously, set priorities, meet deadlines, and exercise sound judgment in diverse situations is crucial. Strong organizational skills, attention to detail, exceptional communication, and desire to create a welcoming environment are key attributes for success in this position.
This position requires on campus presence and is not eligible for remote work during the initial onboarding and training period. Hybrid flexibility may be provided after completion of the initial training period.
We Offer Exceptional Benefits:
Low-cost State Health Plans: Medical, Dental, and Vision Insurance
Life and Disability Insurance
Florida Retirement System Retirement Plans
Paid Time Off
Personal and Professional Development Opportunities (UF Training & Organizational Development)
Tuition Assistance (UF Employee Education Program)
Public Service Loan Forgiveness (PSLF) Eligible Employer
Essential Functions;
- Divisional Administrative Office Support - Maintain a professional office environment for the Divisional admin office. Design and implement processes for the efficient functioning of the office. Update and maintain office policies and procedures manual. Perform administrative duties, including typing correspondence and answering main telephone lines for the office and routes calls appropriately according to protocols. Maintains accurate daily electronic calendars for their assigned faculty, including administrative and academic appointment schedules as directed by assigned faculty or staff. Screen and prioritize requests for appointments. Manage the time entry for all faculty members.
Schedules meetings as directed and notifies all appropriate personnel regarding faculty vacations and/or absences.
Divisional Clinical Office Support– Ensure EPIC on call schedules are entered appropriately. Ensure EPIC Pulmonary Consult list is managed daily. Follow up with physicians on clinical standards reports on a weekly basis. Work with providers on image downloads. Facilitate all Divisional clinical faxes/electronic correspondences to the appropriate parties. Assist and maintain the Divisional clinical scheduling software.
Website Management – Manage and maintain the Divisional website. Ensure that content is updated regularly and work with faculty/fellows/staff to make all requested update/create new pages.
Other duties as assigned by supervisor
Expected Salary:
$15.86 - $19.34 Hourly
Minimum Requirements:
High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred Qualifications:
College degree preferred.
• Proficiency in Word, Excel, PowerPoint, E-mail and Internet
• Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to function under stressful circumstances always maintaining respectful and supportive interactions
• Ability to communicate effectively both verbally and in writing. Ability to plan, organize and coordinate work assignments
• Ability to work independently
• Strong interpersonal and telephone skills
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:No
Advertised: 31 Oct 2024 Eastern Daylight Time
Applications close: 08 Nov 2024 Eastern Standard Time