Administrative Assistant II

The Administrative Assistant II supports the Quality and Patient Safety Initiative (QPSi) by performing moderately complex administrative functions, focusing on digital organization, website management, and internal communications. This position plays a key role in maintaining QPSi’s internal communication systems, including its website and visual dissemination tools, to support team coordination, strategic alignment, and internal visibility of quality improvement efforts. The role requires excellent organizational skills, attention to detail, and proficiency with digital tools for visual communication and content management.

About This Role:

• Maintains and updates the QPSi website to reflect current programs, projects, resources, and engaging content that reflects the initiative’s mission and activities.
• Publishes new internal-facing content using WordPress or similar CMS platforms.
• Structures web content to support intuitive navigation and improve user experience.
• Ensures compliance with UF and UF Health branding and accessibility standards.
• Supports internal dissemination of information through digital platforms.
• Assists with basic analytics reporting and updates based on team needs.

• Designs visual materials such as posters, infographics, internal slide decks, and digital assets using Canva, PowerPoint, or Adobe Creative Suite.
• Develops visual abstracts and internal communications graphics to support QPSi project dissemination.
• Ensures that materials are consistent with institutional branding guidelines.
• Assists team members with formatting and visual consistency for reports and internal presentations.

• Organizes digital project files and visual assets libraries.
• Tracks tasks, timelines and internal deliverables related to communication and project deliverables
• Assists with internal meeting preparation, including presentation development and logistical support.
• Collects updates from team members for internal reporting and documentation.
• Provides general administrative support to ensure team coordination and alignment.
• Provides support for internal training modules or academy content management.

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

$19.15 - $23.95; commensurate with education and experience.

High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

The ideal candidate will possess: 

• Experience supporting administrative or operational functions in an academic, healthcare, or research setting.
• Proficiency with content and workflow management systems such as WordPress and Smartsheet for maintaining websites and coordinating team tasks.
• Familiarity with visual design tools such as Canva, Adobe Creative Suite (Photoshop, Illustrator, InDesign), or PowerPoint for creating internal-facing graphics and presentations.
• Understanding of digital communication and user experience best practices, including accessibility and branding standards.
• Experience developing internal communication materials such as infographics, visual abstracts, posters, and slide decks.
• Basic knowledge of website performance tools (e.g., Google Analytics) to support data-informed updates.
• Excellent organizational and time management skills, with the ability to prioritize and track multiple tasks and deadlines.
• Strong written and verbal communication skills, with the ability to clearly convey information to internal teams and leadership.
• Ability to work collaboratively in a team-based environment and coordinate with faculty, staff, and project collaborators.

To be considered, please upload the following documents with your application:

• Cover Letter
• Resume
• Contact information for three professional references

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. See our Veteran's Preference Page for more specific information. 

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 is a time-limited position.

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