| Job Description: |
The College of Medicine (COM) is seeking an Administrative Specialist II to support the administrative functions of the Quality and Patient Safety Initiative (QPSi). This role is essential to the smooth operation of the QPSi and provides direct support to both the Manager of Administrative Services and the Director of Operations and Strategy. This position serves as the assistant in managing support services and a variety of administrative duties for some of the leadership of QPSi. Through these duties, the incumbent will contribute to the vision of creating an institute that will lead the nation in driving innovations to improve quality, patient safety, health care efficiency and workforce development by harnessing the University of Florida’s unparalleled computational strength in AI.
This position will have the opportunity to conduct and oversee special projects and assist with the development, evaluation and implementation of policies and procedures to improve workflow and enhance productivity. These responsibilities require collaborating with partners across the college, university and state.
About This Role:
Administrative Support
- Provides high-level administrative and calendar support to the Manager of Administrative Services and the Director of Operations and Strategy.
- Serves as backup support for the QPSi Executive Director and Assistant Dean.
- Prepare background materials and other relevant documentation to support leadership in these engagements.
- Coordinates travel arrangements for QPSi personnel, including submitting travel authorizations, booking travel, and processing reimbursements.
- Reviews all travel documentation for accuracy and compliance.
- Supports faculty and guest visits by preparing itineraries and assisting with travel logistics, as needed.
- Receives, reviews, and manages incoming communications for Manager of Administrative Services and the Director of Operations and Strategy received via telephone or written correspondence and collects the necessary information to support and assist with response.
Event and Meeting Management
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Coordinate regularly scheduled meetings for the QPSi. Schedules and coordinates a variety of seminars, events, and retreats for the QPSi, which includes planning the event, scheduling the venue, coordinating catering for the event, reviewing event vendor contracts, and overseeing all details associated with the event.
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Responsible for arranging/setting-up meeting rooms, catering and clean-up following meetings.
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Contributes to project and event planning, timelines, and tasks.
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Tracks multiple deliverables for projects, assists with creation of work plans, identifies and addresses issues and creates action items for their resolution.
Project Support
- Provides administrative and logistical support for QPSi initiatives and special projects.
- Gathers, compiles, and analyzes information for reports, presentations, and strategic planning.
- Provides backup with tracking project tasks, timelines, and deliverables, contributing to the successful execution of QPSi programs.
Office Suite Management, Maintenance and Supplies
- Maintains the cleanliness and organization of the QPSi office suite.
- Provides support to Administrative Assistant III as needed.
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)
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
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: |
The ideal candidate will possess:
- Knowledge of appropriate state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations.
- 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.
- Experience working as an administrative assistant to a senior management level position, preferably in a health science academic office.
- Strong organizational and time management skills with the ability to manage multiple tasks, priorities, and deadlines with minimal supervision.
- Strong proficiency in Excel, Word, PowerPoint, and Adobe.
- Working knowledge of, or interest in developing familiarity with, project management platforms including Microsoft Teams, Microsoft Project, etc.
- Excellent written and verbal communication skills, with the ability to interact professionally with diverse internal and external stakeholders.
- Effectively plans, organizes, and coordinates work assignments. Re-arrange tasks as required by changing priorities.
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