Administrative: Serves as the primary administrative support assistant for the faculty within an assigned division and performs tasks assigned by the manager of administration services. Maintains accurate calendar/schedule for faculty members within the division. Anticipates the needs of faculty members by keeping track of important reoccurring meetings, scheduling meetings, preparing agendas, maintaining the faculty dashboard, and drafting correspondence. Coordinates divisional meetings, including notifying and polling participants, preparing agendas, recording minutes, and setting up appropriate audiovisual services. Produces and maintains faculty CVs and transmits data to an online system that supports the mid-cycle review and promotion and tenure process. Collaborates with the Faculty Development Office to help prepare and complete yearly faculty evaluations and facilitate data for the Academic Achievement Award (AAA) tool incentive for all faculty members. Processes CME documentation for faculty and keeps records of outstanding items to maintain licensure. Collaborates with the Communications & Publishing Office to assist faculty with manuscript submissions.

Fiscal: Provides travel assistance to faculty by arranging itineraries, making travel arrangements in an accurate and timely manner, and completing travel authorizations and reimbursements using PeopleSoft and UF GO. Advises faculty members on rules, regulations, and policies associated with UF travel. Assists in ordering supplies for the faculty when needed and arranging catering of food and/or refreshments for meetings. Facilitates purchasing card expenditures and prepares requisitions and purchase orders for the department. Reconciles monthly purchasing card financial accounting reports, updates individual faculty PDA balance, and works within assigned budget targets.

General: Controls communication for faculty by using independent judgment and discretion with calls and/or visitors. Receives and distributes mail for faculty, and independently answers correspondence. Plans ahead, identifies new processes that would increase efficiency, and takes initiative to learn new skills related to job performance. Administrative support assistants are expected to contribute to all FSS team tasks when other team members are unavailable to ensure work is completed accurately and promptly. All information and daily correspondence are confidential and handled in a professional and courteous manner. Administrative support assistants are expected to resolve conflicts independently and contribute to departmental operations by performing other related duties as required.

Other: Actively strives to help the FSS team achieve common goals. Updates required training as necessary.

• Bachelor’s degree
• Knowledge of basic office practices, including telephone etiquette, standard format for letters and business forms
• Knowledge of medical terminology
• Commitment to customer service
• Skills in preparing itineraries and maintaining calendars
• Proficient with various computer programs, particularly PeopleSoft and the Microsoft Office suite
• Ability to plan, organize, and coordinate work assignments
• Ability to problem solve
• Ability to work independently
• Ability to use English grammar effectively, both written and verbally, and proofread own work
• Ability to work harmoniously with others.