Administrative Spec II

2 weeks ago

Gainesville, United States University of Florida Full time

Job Description:

The Department of Ophthalmology is seeking applicants to enhance our administrative team. This incumbent is responsible for managing and implementing administrative functions of the Department. Responsibilities include compilation of data and reporting for various administrative units of the University, including Financial and Budgeting Reports, Faculty Assignment Reports, Academic Activities Reporting, Space Reporting, CME etc. As an integral part of day-to-day operations and Departmental activities it is essential that this incumbent demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of responsibilities and functions of the Department.

Fiscal/Procurement/Travel: • Obtain vendor quotes, generate purchase orders, process invoices.• Compile and analyze historical, anticipated revenue and expense data for revenue and expense projections.• Perform a variety of accounting functions, which includes preparing, reviewing and approving reports/documents, reconciling P-Card transactions, monitoring fund balances, preparing status reports, andother related activities.• Arrange travel including booking flights, car rentals, hotel reservations, conference registration, etc. fordepartmental staff and faculty.• Process expense reports and travel requests for staff and faculty within the UF GO system adhering to institutional directives.• Maintain Excel budget workbooks to accurately track and reconcile expenditures. Academic Support: • Provide advanced support in coordinating all aspects of medical student clinical training in the Department ofOphthalmology, including the fourth-year electives, third-year clerkships, first- and second-year preceptorships,and visiting student rotations.• As course coordinator respond to requests from the College of Medicine’s Office of Student Affairs and functionas liaison among clerkship, course, and program directors, faculty, residents, fellows and medical students, aswell as college and institutional administrative departments that interface with the medical school.• Maintain process for tracking and reporting CME requirements for Department educational events (i.e. Pearls,Grand Rounds, etc.) to ensure CME accreditation compliance.• Assist ophthalmology medical education director and faculty with course maintenance in course management systems such as New Innovations, VSLO and MedCat.• Coordinate student communications, evaluations, and recommendation letters with faculty.• Serve as the departmental AAR Coordinator responsible for collecting, compiling, and reporting data to managethe Instructor Workload process each semester for the clerkships, elective courses, and preceptorships. Other Administrative Duties: • Responsible for space report, effort reporting, and asset management reporting.• Coordinate the collection, analyses, compilation, and submission of information and data as needed.• Draft/edit/format correspondence, evaluations, educational materials, meeting agendas, forms, and reports.• Coordinate promotional and tenure processes and handles special administrative projects.• Manage ophthalmology shadowing requests by collecting required documents for approval by UF HealthObserver Program and arrange schedules with observer and sponsoring faculty.• Responsible for all components of scheduling and arranging a variety of department meetings, activities andevents including but not limited to faculty/staff retreats, holiday party, AAO alumni reception, etc.• Provide administrative support for various ad hoc requests from department leadership and faculty.• Triage faculty and staff requests for IT systems access, equipment repairs, and facilities maintenance.• Serve as building emergency coordinator, create and maintain department emergency plan.• Order and maintain office supplies for the department administrative office. Expected Salary:

Commensurate with education and experience.

Minimum Requirements:

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

Preferred Qualifications: Possess a working knowledge of Microsoft Office applications. Must be motivated and organized professional with a strong work ethic and effective verbal and written communication skills. Ability to multitask, demonstrate appropriate judgment, work independently, meet deadlines and make decisions. Possess a pleasant demeanor to work as part of a collaborative team and maintain effective working relationships. Ability to collect, evaluate, and analyze data. Ability to prepare correspondence and reports. Knowledge of, and familiarity with policies, procedures, and directives related to personnel, payroll, travel, procurement, disbursements, contracts and grants, and medical education.

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