Administrative Spec III

Job Description:

The Department of Medicine, Division of Nephrology is seeking a full time Administrative Specialist III. The Precision and Intelligent Systems in Medicine Research Partnership (PRISMAP) is a collaborative research partnership for the design, development, and implementation of intelligent healthcare systems. We unite cross-disciplinary teams of experts in Medicine, Informatics, Computer Science, Engineering, Health Policy, and Fine Arts to solve healthcare problems.

The Administrative Specialist III reports to the Assistant Director of Clinical Research and will directly support the efforts of the lab in the areas of administrative and operational activities. The individual will assist in many tasks and interact with individuals across campus. The individual is expected to work independently with minimal supervision and must be proactive with assignments, have attention to detail and take ownership of their responsibilities.

Essential Functions;

• Manages office calendars, schedules meetings as needed for the lab, coordinates events, redirect phone calls to areas as necessary, receive/send packages, work with facilities on work orders, maintain common areas, maintain lists of contacts and committee members, support internal and external electronic communications, and file electronic and paper documents.
• Manages space for the lab including conference room calendars.
• Takes meeting minutes, generate administrative reports, make copies/fax/scan documents for lab. Drafts communications requiring leadership signatures. Disseminate all written and electronic communications as necessary.

• Processes all expenditures/reimbursements (i.e. travel, memberships, subscriptions, etc.). Responsible for coordinating and planning purchases for subscriptions, memberships, supplies, and equipment necessary for the operation of the lab. Responsible for the use of UF Market for purchasing and processing invoices. PCard holder for the department.

• Assists with time approval, collecting time sheets and other duties.
• Assists with hiring, drafting position descriptions, completing personnel transaction forms, communicating with department HR for approval and posting, setting up interviews, other duties.
• Assists with OPS and STAS reviews.
• Processes volunteer onboarding paperwork.

$, - $, Annually

Bachelor’s degree and five years of relevant experience; or an equivalent combination of education and experience.

• Knowledge of appropriate state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations.
• Experience working as an administrative assistant to a senior management level position, preferably in an academic office.
• Knowledge of Microsoft Office and PeopleSoft software helpful.
• Ability to work with technical staff to develop computer databases and reports.
• Knowledge of the methods of data collection.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively, both verbally and in writing.