Classification Title:

Administrative Assistant I

Job Description:

The Department of Medicine, Division of Nephrology is seeking a full time Administrative Assistant I. The primary purpose of this position is to provide administrative assistance to Chief, Administrator and faculty within the Division of Nephrology, Hypertension and Renal Transplantation.

Essential Functions;

Division Purchasing Back-up
Process UF Foundation purchase requests in compliance with foundation purpose and COM/UFF policies.
Assist faculty with Gatorade travel and publications requests per DOM policies as appropriate.
Obtain vendor quotes, make purchases, insure delivery, process invoices, and work with the Nephrology Fiscal team to insure invoices are paid from the correct accounts. All purchasing and accounts payable activities must be in compliance with Department of Medicine and UF Purchasing policies.

Travel Coordination
Coordinate travel arrangements including but not limited to scheduling flights, making hotel reservations, registration for conferences as requested by faculty. Create detailed itineraries with all relevant travel information and provides to the traveler prior to their departure. Assist with obtaining payment or reimbursement by collecting receipts or processing paperwork with appropriate divisional staff. Review requests with Division Administrator to ensure appropriate fund sources are being utilized. Track payments and ensure that travel and reimbursements are processed in compliance with limits set at the department/division level. Track annual individual faculty travel and dues expenses to ensure expenditures do not exceed allotment. Provide bi-annual faculty travel and dues balance notifications.

General Administrative Responsibilities
Maintain updates to the EPIC inpatient schedules for planned schedule and unexpected, chief approved changes. Assist with Space and Asset management and reporting. Support the team in event planning activities.

Leave Process
Input faculty time in Peoplesoft per approved leave forms. Revise and cancel leave request as changes are submitted by faculty. Monitor faculty leave balance and December personal leave usage and report quarterly. Maintain GME standards by ensuring attending to resident precepting ratios are met for approved leave.

Special Divisional Projects, as assigned.

Expected Salary:

$15.00 - $18.00 hourly

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:

Experience working as an administrative assistant
• Excellent customer service and communication skills
• Self-motivated
• Ability to exercise and maintain confidential or sensitive information
• Ability to plan, prioritize, and organize multiple tasks
• Excellent computer skills, and experience with Microsoft Office.

Special Instructions to Applicants:

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

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

Health Assessment Required:
No

Advertised: 05 Jun 2024 Eastern Daylight Time
Applications close: 12 Jun 2024 Eastern Daylight Time