Administrative AST II

The Department of Emergency Medicine at the University of Florida is seeking a highly organized and professional Administrative Support Assistant II to provide essential administrative support to the department’s Vice Chairs. This position serves as the receptionist for the administrative office and the first point of contact for faculty, staff, students, and visitors. The ideal candidate will possess strong communication skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment.

The ideal candidate is a proactive problem-solver with exceptional communication skills, keen attention to detail, and the ability to multitask in a fast-paced environment. If you thrive in organization and administrative support, we encourage you to apply!

Join us and contribute to the success of one of the nation’s leading healthcare institutions!

Key Responsibilities:

Administrative Support

• Serve as the receptionist for the department’s administrative office, managing phone calls, messages, and visitor assistance.
• Maintain office supply inventory and coordinate monthly orders.
• Process and manage death certificates, subpoenas, and department mail distribution.
• Oversee department food orders, including approval coordination and order placement.

Department Operations

• Plan and coordinate departmental office moves.
• Manage equipment, furniture, and facility requests, including surplus coordination.
• Maintain departmental vehicle oversight and emergency contact documentation.
• Oversee administrative operations, including space allocation, asset management, parking decals, conference room scheduling, and copier maintenance.
• Assist with additional projects and responsibilities as assigned.

Faculty Leadership Support

• Serve as the primary liaison for the Vice Chairs, managing calendars and scheduling meetings.
• Coordinate travel arrangements, send department correspondence, and prepare meeting minutes.
• Provide troubleshooting and rapid adjustments as needed.

The UF Department of Emergency Medicine proudly maintains an affiliation with UF Health Shands Hospital, a distinguished 1,162-bed teaching facility renowned for its Level 1 trauma center and cutting-edge burn center. As the primary referral center for North Central Florida, our institution stands as a beacon of excellence in healthcare. This affiliation underscores our commitment to top-tier medical care and innovation.

The City of Gainesville:

Gainesville, home to the University of Florida, is ranked #1 best city to move to in Florida by USA Today. Centrally located in North Florida, it offers a blend of small-town charm and big-city amenities, with close proximity to major airports, family entertainment, and some of the best beaches in the world. Known for its beautiful landscapes and urban forest, Gainesville is a hidden gem that provides year-round outdoor activities, award-winning college sports, and a rich cultural scene. The University of Florida and UF Health are the leading employers in the area, making Gainesville an excellent place to work and raise a family. Learn more about Florida’s premiere health system, UF Health, and the advantages of living in Gainesville at UF Health Destination.

The hourly rate range for this position is $20.11 – $21.55, commensurate with education, experience, and qualifications.

At the University of Florida, we are committed to the well-being and professional growth of our employees. Our benefits package is designed to support your health, work-life balance, and financial security:

• Generous Paid Leave: Enjoy 22 days of paid vacation, 13 days of paid sick leave, 11 paid Holidays, and 8 weeks of paid parental leave.
• Individual and Family Health Insurance Benefits
• State of Florida Retirement Plan Options
• State of Florida Basic Life Insurance
• Public Service Loan Forgiveness Eligible Employer
• Professional Development Opportunities
• Flexible work schedules and remote work options
• Wellness Programs available to employees

High school diploma or equivalent and four years of relevant experience.

• Strong verbal and written communication skills.
• Exceptional organizational skills with keen attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Working knowledge of PeopleSoft and other administrative systems.
• Must thrive in a fast-paced environment, effectively manage multiple assignments simultaneously, and adapt to direction from various individuals with efficiency and professionalism.
• Self-motivated with the ability to work independently and collaboratively.

In order to be considered, candidates must submit the following documents:

• A cover letter detailing relevant experience and qualifications.
• A current resume/CV.

For questions, please reach out to EM-Careers@ufl.edu

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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