Administrative Assistant II

The Administrative Assistant II provides essential administrative, operational, and customer-service support for the Center for Experiential Learning & Simulation (CELS). Key responsibilities include coordinating schedules, meetings, communications, and office logistics for directors and senior leadership; maintaining website and social media content; and managing supply inventories for the center and simulated exam room operations. The position serves as the primary front-desk contact, ensuring a professional and welcoming environment for students, staff, standardized patients (SPs), and faculty. Additional duties include documenting attendance for students and SPs, generating related reports, maintaining data and filing systems, and supporting orientation for new SPs.

About This Role:

Administration & Operations

• Provide administrative support to Medical Directors, Operational Directors, and other senior staff by:
  • Scheduling and coordinating appointments, meetings, and related logistics.
  • Preparing reports, correspondence, presentations, agendas, and arranging meeting refreshments.
  • Offering administrative assistance to CELS staff and directors as needed.
  • Assist SP Coordinator and SP Educator in organizing orientation and first day for all new standardized patients.
• Maintain and update CELS’s website and social media channels, supporting unit‑level communication efforts.
• Manage office and exam room supply inventory, including:
  • Ordering, receiving, and distributing supplies required for ALAC exam rooms and office operations.

Front Desk & Customer Service

• Serve as first point of contact by greeting visitors, managing incoming calls, and receiving mail and deliveries.
• Provide excellent customer service to faculty, staff, students, and external visitors, ensuring a welcoming and professional environment.
• Maintain frontline operations with accuracy and attention to detail, supporting routine office inquiries and unit‑level procedures.

Attendance Monitoring & Reporting

• Monitor and track attendance of students and standardized patients with minimal supervision.
• Maintain accurate attendance records and support compliance with unit procedures.
• Prepare and compile reports related to SP attendance, evaluations, and other operational metrics.
• Maintain unit filing systems, structure data for reports, and provide administrative support for data organization.

About The College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of community, the College of Medicine plays a pivotal role in shaping the future of medicine. 

For more information about the College of Medicine and its programs, visit College of Medicine. 

$19.15 - $25.19 per hour

High school diploma or equivalent and four years of relevant experience.

The ideal candidate will possess:

• Proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Publisher).
• Associate’s degree or higher is preferred
• Demonstrated ability to independently plan, organize, and coordinate multiple projects.
• Self-motivated with the capacity to prioritize work assignments and work autonomously with minimal supervision.
• Outstanding communication, organizational, and computer skills.
• Impeccable attention to detail.
• Strong interpersonal skills to effectively communicate with faculty, staff, and students.
• Experience with a Content Management System.

In order to be considered, you must upload your cover letter, resume, and 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. 

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