OPS Administrative Assistant

The Division of Internal Medicine at the University of Florida seeks an OPS Administrative Assistant to provide essential administrative and academic support functions. This role will work closely with the General Internal Medicine administrative team to coordinate divisional operations. The ideal candidate will be a proactive problem-solver capable of developing and implementing administrative procedures. Key responsibilities include input of leave transactions, supporting academic programs, coordinating budget activities, travel arrangements, and serving as a primary contact for faculty, students, and guests.

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.
• 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.
• Distribute monthly quality dashboards.
• Send ambulatory open encounters and delinquent evaluation reminders to faculty weekly.
• Support fellowship educational activities and reporting

Leave Processing:

• Complete with the faculty leave process by scanning approved forms, updating the Division Leave Calendar in Outlook and entering all approved leave into the tracking report
• Assist with annual leave form PDF updates and reconciliation
• Assist with division call schedule entry and updates

Academic Coordination: 

• Send appropriate individual notification to faculty and staff when deadlines are coming up for trainings, effort, or other required activities that are tracked by UF.
• Assist faculty and staff in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, notifying Fellowship offices, and producing presentations or making copies of presentation.
• Update division meeting calendar to ensure up to date information and meeting topics

Fiscal:

• Coordinates travel arrangements including but not limited to scheduling flights, making hotel reservations, registration for conferences as requested by faculty.
• Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork with appropriate divisional staff.

$16 - 17/hr

High school diploma or equivalent

High school diploma and 1 year professional administrative experience

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