Administrative Assistant II

Administrative Assistant II

Job No: 538337

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Department: MD-ENDOCRINOLOGY )

Classification

Title:

Administrative Assistant II

Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

• Develop and maintain understanding of the requirements and priorities unique to the Division of Endocrinology, Diabetes & Metabolism. Coordinate division activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University. Manage the flow of all information in and out of the office, both paper and electronic information.
• Independently manage projects for the Chief and Administrator to ensure that projects stay on schedule. Review all incoming correspondence, prioritize, and delegate information to others as appropriate.
• Maintain a professional environment for the Division of Endocrinology, Diabetes & Metabolism. Design and implement processes for the efficient functioning of the Dealoffice. Coordinate and maintain the calendar of the Chief and Administrator. Screen and prioritize requests for appointments.
• Perform administrative duties, including meeting coordination and answering main telephone lines for the office of the Chief of the Division of Endocrinology, Diabetes & Metabolism and route calls appropriately according to protocols provided by the Division Administrator. Record detailed and accurate messages for Division Chief and Division Administrator, when unavailable to receive incoming calls.
• Coordinate travel arrangements, including scheduling flights, making hotel reservations, registering for conferences as directed. Create detailed itineraries for travel events with all relevant information and provide them to faculty or staff prior to travel. Collect and provide all travel receipts and information to the Division's fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
• Process applications for society memberships, subscriptions, license renewals for faculty. Process purchasing requests, including required quotes, documentation, and research items to be purchased if necessary.
• Type confidential and routine correspondence, memorandums, protocols, letters, meeting minutes, and reports, from dictation or hand‑written copy for the Division Chief and other Division members, as needed. Use correct formatting, spelling, and grammar for all correspondence.
• Open and sort confidential and routine mail forymas Division Chief and other faculty members as directed. Pick up and deliver materials or obtain signatures within the Health Science Center, VA Medical Center, and University of Florida main campus as requested.

• Maintain accurate and up‑to‑date CVs for assigned faculty with attention to spelling, grammar, and punctuation.
• Obtain journal articles or other information from HSC Library and/or the internet for assigned faculty as requested.
• Assist assigned faculty in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, setting up conference space, communicating with Fellowship and/or CME offices, and making copies of presentations.
• Assist with updating the division website to ensure faculty profiles and other items are current.

• Establish and maintain filing systems.
• Implement and maintain office systems.
• Answer main telephone line for the division – including any clinical and provider‑to‑provider calls that may be routed to the administrative offices.
• Order division office supplies.
• Coordinate payment of division invoices and bills.
• Support monthly monitoring of fiscal transactions and ensure division accountability and compliance; research payments/transactions made in error or suspected, and take appropriate actions to correct when necessary.
• Provide fiscal support to division research teams on restricted accounts and projects.
• Maintain P‑Card expenses and reconciliation…