| Job Description: |
The College of Medicine is seeking an Administrative Assistant II to join the Office of the Dean. Reporting directly to the Chief of Staff, you will execute a diverse range of comprehensive clerical and administrative tasks in support of the Administrative Specialists, Chief of Staff, and the Dean, demonstrating professionalism, discretion, and independent judgment. Your organizational expertise will be needed to efficiently plan, coordinate, and prioritize administrative functions. Your ability to anticipate needs, exercise discretion and confidentiality, and effectively prioritize tasks will be crucial in this role. Take the next step in your career and be part of a passionate team dedicated to making a significant impact on education, research, and clinical advancements.
More About This Role
Telephone and Reception Management
- Answer incoming calls for the Office of the Dean and the Office of Faculty Affairs, providing appropriate responses or directing calls as necessary.
- Greet and assist visitors with a high level of customer service.
- Monitor visitor access, ensuring security protocols are maintained.
- Maintain cleanliness and organization of reception area.
- Handle incoming mail and correspondence, distributing them accordingly.
- Perform photocopying, scanning, and distribution tasks as directed.
Office Supplies and Maintenance
- Manage procurement and inventory of office supplies for Office of the Dean’s staff.
- Coordinate catering and lunch orders for meetings.
- Maintain kitchen and copier supplies, as well as copier maintenance records & scheduling.
- Coordinate work order/requests for housekeeping/maintenance requests. Ensure items are completed in a timely manner and records are maintained.
Key and Vehicle Management
- Oversee office key management for the Office of the Dean, including issuing them to authorized personnel and maintain official records of the keys.
- Conduct regular key inventory to ensure accuracy.
- Coordinate scheduling and maintenance of Office of the Dean vehicles. Maintain vehicle reservation schedule logbook, ensure approved drivers have submitted copy of valid driver’s license, and maintain on file.
- Issue valet parking passes when appropriate and maintain associated parking pass logbook.
Administrative Support
- Assist Administrative Specialist and Chief of Staff with daily office operations, including ordering equipment upon request.
- Provide administrative support requiring knowledge of the university and governmental processes.
Special Projects Assistance
- Support special projects undertaken by the Office of the Dean and Faculty Affairs & Professional Development.
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 Qualifications: |
The ideal candidate will possess:
- 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 and public-facing role.
- Excellent verbal and written communication skills, enabling effective conveyance of information in various contexts.
- Proficiency in fundamental office practices, including file management systems and telephone etiquette.
- Knowledge of basic grammar rules, capitalization, and punctuation to ensure clear and professional written communication.
- Competence in operating telephones, personal computers, and standard software such as Microsoft
- Word, Excel, and PowerPoint, as well as proficiency in email and web browsing applications.
- Ability to efficiently plan, organize, and coordinate work assignments.
- Strong interpersonal skills, enabling the establishment and maintenance of effective working relationships with colleagues, superiors, and external contacts to foster a collaborative work environment.
- Capacity to accurately and promptly follow both verbal and written instructions, demonstrating flexibility and meticulous attention to detail.
- Proficiency in problem-solving techniques to address challenges effectively as they arise.
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| Special Instructions to Applicants: |
To be considered, please upload the following documents with your application:
- Cover letter
- Resume
- Contact information for three professional references
If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
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