Administrative Assistant III

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

The Opportunity

The UF Student Health Care Center is currently seeking a dedicated and experienced Administrative Assistant III to join our team. This position serves as the administrative assistant to the Director of Student Health and provides high-level administrative support to ensure the efficient operation of the office. Responsibilities include managing daily scheduling and calendar coordination, preparing and handling communications on behalf of the Director, and maintaining confidential files and records in compliance with university policies. This role requires exceptional organizational skills, proactive problem-solving, and the ability to anticipate and address the needs of the unit with minimal supervision. The administrative assistant independently schedules administrative meetings and appointments and supports the Director in managing priorities and administrative functions effectively.

The Essential Functions of the positions are as follows:

Acts as the primary liaison for the Director through various communication modes. Responsible for managing calendars for the Director and Assistant Directors, composing correspondence reviewing incoming written and oral communication, understanding the importance of the subject and informing the Director; answering phone inquiries, greeting visitors who have appointments with the Director and organizing and maintaining digital and physical files including informal and confidential files for the Director. 

Independently schedules administrative meetings and appointments. Serves as liaison between other departments and external stakeholders. through various communication modes. Researches information and data, prepares the agenda and schedules for numerous committees that the Director attends, as either Chair or member.  Acts as recorder and prepares minutes for the monthly Executive Committee meeting, and monthly Supervisory Work Group meeting.  Forwards all committee minutes to the Quality Officer for uploading into Power DMS. Follows up on action items to ensure timely completion.

Maintains close contact with the Chair’s office for Community Health and Family Medicine (CHFM) and the office of Student Life regarding scheduling meetings for the Director and SHCC Faculty as needed. Assist and process online SHCC faculty yearly evaluations, which includes the Director.

Coordinates all paperwork and processes travel via UFGO for conferences, trips, and meetings for the Director and assists other faculty and administrative staff as needed.

Schedule:

Monday through Friday, 8:00am to 5:00p

About the Student Health Care Center (SHCC)

The mission of the SHCC is to help every student achieve optimal health in pursuing personal and academic success.

Our vision is to be the preferred healthcare provider for University of Florida students as a nationally recognized leader in the collegiate health specialty.

The SHCC is fully accredited by the AAAHC and is located in a new state-of-the-art WELL-certified building on UF’s campus. Medical services offered at the SHCC include primary care, sports medicine, urgent care, gynecology, psychiatry, allergy/immunization clinic, and travel medicine. Radiology, pharmacy, lab, and physical therapy are also on site.

Learn more about SHCC here https://shcc.ufl.edu/

About the University of Florida

UF is one of the nation’s top universities and a dynamic and rewarding place to work. UF is in Gainesville, one of Florida’s most livable cities. Known for its natural attractions (wetlands, forests, springs, wildlife) and cultural offerings (music, theater, visual arts, and historic districts), the area also is gaining a reputation as a thriving hub for high-tech start-ups, as well as invention and research collaborations. We are excited about what’s happening here and know you will want to be a part of it.

The City of Gainesville

The Guide to Greater Gainesville shares all that you need to learn about the Heart of Florida, including neighborhood and city information, schools and zoning, culture and leisure, sports and fitness, healthcare and much more. Learn more at https://guidetogreatergainesville.com/

$23.95 - 26.82/hourly

Exclusive Perks and Benefits

Enjoy stability and support with UF’s unique range of benefits and opportunities. With a robust healthcare package, generous leave policies, retirement planning, and professional development, you can achieve a healthy work-life balance, plan for your future, and advance your career.

Full-time TEAMS employees will accrue vacation leave at a rate of 6.769 hours biweekly/22 days annually and sick leave at a rate of 4 hours biweekly/13 days annually. In addition, employees are eligible for ten paid holidays each year.

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

• Must have proficiency with computer basic software applications including word processing, spreadsheets and presentation software. 
• Knowledge of University procedures in regard to personnel, purchasing and travel. Ability to work independently. Ability to communicate effectively both verbally and in writing. 
• Ability to plan, organize and coordinate assignments.  Must be able to type, edit, and proofread documents before distribution. 
• Ability to deal with the public in a professional manner. 
• Ability to schedule appointments (both administrative and medical) using Outlook calendar and electronic medical record software.
• Integrative knowledge of EPIC and Titanium medical record systems with ability to maintain and manage confidential information in accordance with HIPAA and FERPA.

In order to be considered, you must upload your cover letter, resume/CV, and a list of at least 3 references.

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