Classification Title:

Administrative Assistant III

Job Description:

The Department of Medicine, Division of Nephrology is seeking a full time Administrative Assistant III. The incumbent will assist the Division Administrator in the day to day operations of the Division. The primary duties include, but are not limited to, purchasing and accounts payable activities in the division, understanding basic financial and operational concepts and trends, identifying financial results that do not meet expectations and working with the Chief/Administrator to determine the reason for the variance, and translating analyses into actionable information for decision making. The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors. Duties also include faculty, TEAMS exempt and non-exempt, USPS and OPS recruitment, approving payable time in PeopleSoft, overseeing annual compliance trainings, and various personnel functions. There is a high level of confidentiality inherent to this position due to the type of information involved.

Essential Functions;

Administrative Support • Develop and maintain understanding of the requirements and priorities unique to the Division of Nephrology and the Chief's role. Coordinate assigned faculty activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University. Manage the flow of all information in and out of the office, both paper and electronic information. Independently manage projects for the Chief and Administrator to ensure that projects stay on schedule. Review all incoming correspondence, prioritizes, and delegates information to others as appropriate. • Provide significant administrative assistance to Chief and Division Administrator. Including serving as coordinating events and meetings, maintains office supply inventory, assists with inventory and ordering for asset, space and IT for the division, • Serves as lead administrative assistant for division administrative tasks including delegation of tasks, creating SOPs for various administrative tasks, and interpreting policies, procedures, rules and regulations to maintain current processes for the administrative team. • Maintain a professional office environment for the Division Nephrology. Design and implement processes for the efficient functioning of the office. Coordinate and maintain calendar of their assigned faculty. Screen and prioritize requests for appointments. • Perform administrative duties, including typing correspondence and answering main telephone lines for the office Division of Nephrology and routes calls appropriately according to protocols provided by the Division Administrator. Records detailed and accurate messages for the faculty and Division Administrator, when unavailable to receive incoming calls. • Maintains accurate daily electronic calendars for their assigned faculty, including administrative and academic appointment schedules as directed by assigned faculty or staff. Schedules meetings as directed and notifies all appropriate personnel regarding faculty vacations and/or absences. • Coordinates travel arrangements, including but not limited to scheduling flights, making hotel
reservations, registering for conferences as directed. Creates detailed itineraries for travel events with all relevant information to be provided to faculty or staff prior to travel. Collects and provides all travel receipts and information to the Division's fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources. • Processes applications for society memberships, subscriptions, license renewals for assigned faculty. Processes purchasing requests, including required quotes, documentation, and researches items to be purchased if necessary. • Type confidential and routine correspondence, memorandums, protocols, letters, meeting minutes, and reports, from dictation or hand-written copy for the assigned faculty and other faculty members, as needed. Uses correct formatting, spelling, and grammar for all correspondence. • Opens and sorts confidential and routine mail for the Division Chief and other faculty members as directed. Pick up and deliver materials or obtains signatures within the Health Science Center, VA Medical Center, and University of Florida main campus as requested.

Account Management and Reporting • Work with the Chief and Administrator to manage Division accounts including Clinical Unrestricted (MGG), Gatorade, Foundation and Miscellaneous accounts. • Create budget tracking spreadsheets for faculty/staff, monitor spending and insure that expenses are tracked and all purchases are within budget. • Expected to understand basic financial and operational concepts and trends, identify financial results that do not meet expectations and work with the Chief/Administrator to determine the reason for the variance, and translate their analyses into actionable information for decision making.

Division Purchasing • Obtain vendor quotes, make purchases, insure delivery, process invoices, and work with the Division Administrator 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. • Process electronic transactions between accounts when necessary (E to E transactions). Peoplesoft system used.

Other duties as assigned

Expected Salary:

$20.00 - $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:

Ability to communicate effectively both verbally and written Ability to establish and maintain effective working relationships with others Excellent computer skills (Word, Excel, PowerPoint, E-Mail, Internet, End Notes/Reference Manager, Acrobat, etc Ability to operate transcription and scanning equipment Ability to research resources via Library and Reference Manager Ability to plan, organize and coordinate all work assignments General working knowledge of People Soft Knowledge of preparing and submitting manuscripts for peer review and publication in Medical Journals Knowledge of standard business formats for letters, memos, and manuscripts. Knowledge of basic office procedures, filing systems, basic math and the ability to perform mathematical calculations Ability to work independently Strong interpersonal and telephone skills Basic knowledge of medical terminology and excellent editing skills

Special Instructions to Applicants:

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

This is a time-limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

Health Assessment Required:
No

Advertised: 26 Apr 2024 Eastern Daylight Time
Applications close: 03 May 2024 Eastern Daylight Time