| Job Description: |
The College of Medicine is seeking an Administrative Assistant II to join the Department of Quality and Patient Safety initiative. This position will provide comprehensive clerical and administrative support to Administrative Specialist II, program leads, and QPSi team, demonstrating professionalism, discretion, and independent judgment. Your ability to anticipate needs, exercise discretion and confidentiality, and effectively prioritize tasks will be crucial in this role. Take the next step in your career and be part of a dynamic team dedicated to making a significant impact on education, research, and clinical advancements.
About This Role:
Administrative Support
- Provide administrative and calendar support to Administrative Specialist and program leads which includes coordinating and scheduling meetings
- Managing calendars for shared spaces within the suite
- Provide administrative support requiring knowledge of the university and governmental processes
Meeting and Project Support
- Assist with setting up group meetings, this including setting up computer equipment, arranging office furniture, and handling other necessary preparations
- Coordinating catering services for meetings
- Documenting meeting notices in central filing locations, ensuring to adhere to and improve organizational requirements of the electronic filing system
- Transfer action items from meetings into project management tracking system and follow-up with tasks owners as needed
- Perform photocopying, scanning, and distribution tasks as needed
Office Suite Maintenance and Supplies
- Manage and review incoming communications, including phone calls, emails, and written correspondence
- Provide high level customer service by greeting and assisting visitors
- Monitor visitor access to ensure security protocols are followed
- Maintain the cleanliness and organization of the office suite
- Manage procurement and inventory of office supplies
- Coordinate work orders/requests for housekeeping and maintenance
Special Projects Assistance
- Support special projects undertaken by the Department of Quality and Patient Safety initiative (QPSi)
About COM's Quality and Patient Safety Initiative (QPSi):
The UF College of Medicine's Quality and Patient Safety Initiative (QPSi) is dedicated to enhancing patient care quality and safety through innovative research, education, and collaboration. This initiative focuses on implementing evidence-based practices, advancing patient safety initiatives, and fostering a culture of continuous improvement within the College of Medicine.
QPSi's mission is to drive excellence in healthcare delivery by integrating clinical expertise, data-driven insights, and cutting-edge technology. The initiative engages healthcare professionals, students, and stakeholders in efforts to elevate patient care standards and outcomes.
For more information about the Quality and Patient Safety Initiative, visit UF College of Medicine's QPSi.
We Offer Exceptional Benefits:
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous retirement options to secure your future
- Comprehensive Paid Time Off Packages (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
- Personal and Professional Development Opportunities
- Tuition Assistance (UF Employee Education Program)
- Public Service Loan Forgiveness (PSLF)
About Gainesville, Florida:
Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.
Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!
For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds.
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| Preferred Qualifications: |
An ideal candidate will possess:
- Demonstrated professionalism and discretion, with a strong understanding of the importance of maintaining confidentiality and handling sensitive information appropriately within the context of a high-level office and public-facing role.
- Excellent verbal and written communication skills, enabling effective conveyance of information in various contexts.
- Competence in operating telephones, personal computers, and standard software such as Microsoft Word, Excel, and PowerPoint, as well as proficiency in email and web browsing applications.
- Interest in learning new software platforms, such as Smartsheet.
- Ability to efficiently plan, organize, and coordinate work assignments.
- Proficiency in fundamental office practices, including file management systems and telephone etiquette.
- Knowledge of basic grammar rules, capitalization, and punctuation to ensure clear and professional written communication.
- Strong interpersonal skills, enabling the establishment and maintenance of effective working relationships with colleagues, superiors, and external contacts to foster a collaborative work environment.
- Capacity to accurately and promptly follow both verbal and written instructions, demonstrating flexibility and meticulous attention to detail.
- Proficiency in problem-solving techniques to address challenges effectively as they arise.
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