| Job Description: |
The University of Florida College of Medicine is seeking an Administrative Assistant III to support and provide comprehensive clerical and administrative support to the Quality and Patient Safety initiative (QPSi) within the College of Medicine. This position plays a vital role in supporting the Administrative Specialist (AS) III, program leads, and QPSi team by executing a diverse range of clerical and administrative duties with professionalism, discretion, and independent judgment
About This Role:
Administrative Support
- Provide administrative and calendar support to the Administrative Specialist III and QPSi program leads.
- Support the program leads of the Artificial Intelligence for Quality Improvement (AI/QI) program to schedule project meetings, often navigating complex and conflicting schedules.
- Provide administrative support to the Executive Director of the QPSi and Director of Operations and Strategy, as needed, including back-up management of the Executive Director’s calendar.
- Manage the calendars for shared spaces within the QPSi office suite.
- Provide administrative support requiring knowledge of the university and governmental processes.
- Assist in identifying areas for improvement and ensure alignment with organizational standards.
Meeting and Project Support
- Assist with setting up for group meetings, which includes arranging tables, setting up computers, configuring Zoom, and handling other necessary preparations.
- Coordinate catering and lunch orders for meetings.
- Assist with documenting meeting notes in central filing location (e.g., SharePoint, OneNote, Smartsheet), adhering to and improving the organizational requirements of the electronic filing system.
- Assist with meeting preparation needs such as polling for attendance prior to meetings and assisting meeting leader with agenda and meeting material preparation and distribution.
- Transfer action items from meetings into project management tracking system and follow-up with owners of tasks to assist with administrative tasks, as needed.
- Implement action items to assist with meeting deadlines of projects as assigned by AI/QI program leads and the Senior Clinical Project Manager.
- Manage intra- and inter-team communications for project progress.
Office Suite Reception, Maintenance and Supplies
- Manage and review all incoming communications for the Quality and Patient Safety Initiative (QPSi), including phone calls, emails, and written correspondence. Collaborate with stakeholders across the College of Medicine, Health Science Center, UF Health, and other University of Florida contacts to gather essential information for timely and appropriate responses.
- Provide a high level of customer service by greeting and assisting visitors.
- Monitor visitor access to ensure security protocols are followed. This includes use of the parking passport program.
- Maintain the cleanliness and organization of the office suite.
- Manage procurement and inventory of office supplies for Department of Quality and Patient Safety initiative (QPSi) staff.
- 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.
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)
- Personal and Professional Development Opportunities
- Tuition Assistance (UF Employee Education Program)
- Public Service Loan Forgiveness (PSLF)
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: |
An 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.
- 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.
- Interest in learning new software platforms, such as Smartsheet.
- Ability to efficiently plan, organize, and coordinate work assignments.
- 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.
- 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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