Administrative Support Assistant I

Apply now Job no: 508659
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical
Department:29051002 - MD-INTERNAL MEDICINE-OTHER

Classification Title:

Administrative Support AST I

Job Description:

The position is located in the Department of Medicine, Division of General Internal Medicine encompassing 30 Faculty and 8 staff with $7.5M in revenues.  Under the direction of the Assistant Director, the Administrative Support Assistant I is responsible for providing administrative and fiscal support for faculty and staff in the Division of General Internal Medicine.  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 Support Assistant I performs responsibilities by anticipating needs and proactively providing support.  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. Position reports to the Assistant Director.

General Administrative Support

  • Answer the Division of General Internal Medicine’s main phone number. Answer and redirect calls as needed
  • Assist with division purchasing by obtain vendor quotes, ensuring delivery.
  • Maintain incoming faxes
  • Responsible for inventory management and ordering of the office supplies
  • Type routine correspondence, protocols, memorandums, letters or reports from dictation or handwritten copy using personal computer. 
  • Creates electronic files as directed by faculty.
  • Assist with management of division website and SharePoint portal 
  • Process volunteer/observer paperwork
  • Serve as point of contact for division IT and maintenance request entry
  • Assist with programmatic projects and provide administrative support as needed
  • Additional duties as assigned

Calendar Management and meeting coordination

  • Coordinate meeting space and ensure equipment scheduled and secured
  • Update division meeting calendar to ensure up to date information and meeting topics
  • Coordinate meal order and delivery for meetings
  • Provide reminders to meeting participants and speaker coordination
  • Assist with event planning (approx. 4-5 events per year)

Leave Process

  •  Assist the Administrative Support Assistant II with the faculty leave process by scanning approved forms, updating the Division Leave Calendar in Outlook and entering all approved leave into the DoM Portal
  •  Assist with division call schedule entry and updates.
Advertised Salary:

$12 - $15/ Hourly

Minimum Requirements:

 High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:

A bachelor’s degree or high school diploma and four years’ administrative support experience in academic setting. Appropriate college coursework or vocational/technical training may substitute as an equivalent rate for the required experience. 

  •  Proficiency in Word, Excel, PowerPoint, E-mail and Internet
  •  Proficiency with Wordpress, and SharePoint
  •  Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines
  •  Prior administrative support experience at UF 
  •  Ability to plan, organize and coordinate work assignments
  •  Ability to establish and maintain effective working relationships with others
  •  Strong interpersonal and telephone skills
  •  The ideal candidate will be dedicated to responsive customer service. Have excellent interpersonal, communication skills, as well as possess the ability to multitask, while working in a team environment.
  • Ability to plan, organize and coordinate work assignments
  • Ability to communicate effectively (verbal / written) 
  • Ability to assume responsibility and be counted on for professional performance
  • Intermediate to advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
  • Ability to function under stressful circumstances always maintaining respectful and supportive interactions
  • Bachelor’s degree preferred
Special Instructions to Applicants:

Upload CV for consideration for this position.

This is a time-limited position.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page  for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required:  No


Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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