Administrative Assistant III

Classification Title:

Administrative Assistant III

Job Description:

The Department of Medicine, Division of Hospital Medicine is seeking a full time Administrative Assistant III. The primary purpose of this position is to provide administrative assistance to faculty and Assistant Director within the Division of Hospital Medicine. This position will offer administrative support to the Division of Hospital Medicine. The position will provide a high level of customer service both in person and on the telephone to all patients, faculty, physicians and other visitors. This position will provide support to the faculty scheduling, reimbursement and recruitment processes within the Division. The Division anticipates that filling this position will help to maintain the high level of support provided to faculty improving timeliness, communication and satisfaction thus reducing faculty turnover.

Essential Functions;

Scheduling and Daily Operations
• Build and maintain faculty, fellow and resident work schedules and ensure all guidelines and rules set by the division are followed.
• Coordinate with faculty, fellows, residents, and OPS faculty to obtain necessary coverage for the division on a daily basis.
• Responsible for providing direct administrative support to the Division of Hospital Medicine's Assistant Director.
• Responsible for maintaining the Division of Hospital Medicine's Chief's calendar.
• Records and transcribes minutes of divisional meetings.
• Keep an up to date record of faculty's contact information on all frequently used systems.
• Maintain filing for documents and correspondence as directed by faculty or Assistant Director.
• Assist faculty in scheduling meetings, which may include creating Zoom link, calendar invites, ordering lunch, obtaining meeting space and producing presentations or making copies of presentation.
• Maintain divisional calendar for meetings and conferences and posts and distributes the calendar as needed.
• Ensure conference attendance lists are up to date and complete.
• Assist faculty with Promotion and Tenure packets, annual Faculty Achievement Reports, and any other administrative forms as needed.
• Cross-train to provide coverage for all daily operations in the absence of a staff member.

Fiscal Management
• Assist Division Assistant Director with budget planning and management.
• Receive, verify, and process for payment all invoices associated with operations for the division. This includes, but is not limited to, recruitment, catering, cleaning, pagers, office supplies, and other operational expenses.
• Process and track the following for faculty: license renewals, DEA renewals, visa expenses and educational funds.
• Assist faculty in applying for additional educational and research funding, as needed.

Personnel Management
• Coordinate with physicians and administrative staff at the division and department level to facilitate interviews for candidates.
• Manage recruitment expenses for candidates, including but not limited to, transportation, lodging, and food.
• Utilize myUFL travel and expense module to create travel authorizations and expenses reports for candidates and faculty.
• Ensure timely reimbursement of funds to candidates utilizing myUFL.

Special Projects/Miscellaneous
• This position will be responsible for the development and implementation of special projects as needed.
• Complete other duties as assigned to ensure the efficient and effective operation of the division.

Expected Salary:

$22.00 - $24.00 Hourly

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications:

Preferred qualifications include a Bachelor's degree from an accredited four-year university or college. A high level of professionalism and acumen is also necessary for the individual to effectively make decisions, complete assignments of a moderately complex nature with minimal supervision, and set their own priorities. A strong understanding of basic computer operations and knowledge of Microsoft Office is requisite. An understanding of medical terminology is desirable as well.

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: 07 Oct 2024 Eastern Daylight Time
Applications close: 14 Oct 2024 Eastern Daylight Time