Administrative Spec III

Job Description:

The Department of Medicine, Division of Nephrology is seeking a full time Administrative Specialist III. The Intelligent Clinical Care Center (IC3) is multi-disciplinary center focused on developing and providing sustainable support and leadership for transformative medical AI research, education, and clinical applications to advance patients' health in critical and acute care medicine. The center addresses an unprecedented opportunity for world-leading ambient, immersive and artificial intelligence (AI2) research and innovation to transform the diagnosis, monitoring, and treatment for critically and acutely ill patients using the multimodal clinical and research data and resources stemming from UF Health (UFH), one of the Florida’s largest health care system.

The Administrative Specialist III reports to the Co-Directors of IC3 and will directly support the efforts of the Center 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;

• Assists the IC3 Directors and Associate Directors by coordinating and conducting a variety of administrative duties requiring a comprehensive knowledge of the policies and procedures of the University of Florida, College of Medicine, College of Engineering, Health Science Center, and UF Health. Coordinates activities with offices throughout the College of Medicine, College of Engineering, Health Sciences and the University to implement the initiatives of the IC3. Assists the Leadership in coordinating activities and working with a variety of community groups, governmental agencies, university affiliated organizations, UF Health leadership, UF leadership and other educational institutions. This requires a working knowledge of these organizations and the respective functions and interactions on behalf of all IC3 Leadership. Strategic project planning to promote the IC3 events and meetings
• Coordinates various IC3 events, meetings, seminars, conferences, and retreats, including, but not limited to, preparing agendas and itineraries, record keeping, coordinating catering for the event, reviewing event contracts, sending electronic invitations and collecting RSVPs, securing venues, and managing Zoom access during virtual events. Facilitates the arranging and scheduling of ongoing committee meetings, as well as routine meetings with IC3 Directors and Associate Directors, administrative personnel and project managers. Greets appointments and visitors of the IC3.

• Takes meeting minutes, generate administrative reports, make copies/fax/scan documents, process travel arrangements and reimbursements (i.e. travel, supplies, memberships, etc.) for IC3 Co-Directors and Associate Directors. Drafts communications requiring Co-Directors’ signatures. Disseminate all written and electronic communications as necessary.
• Manages office calendars and room schedules, order supplies, 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.

• Processes all expenditures/payments/reimbursements regarding expense accounts (i.e. travel, memberships, subscriptions, licensure requirements, etc.). Responsible for maintaining an accounting record of all transactions. Responsible for coordinating and planning purchases for subscriptions, memberships, supplies, and equipment necessary for the operation of the Center.
• Assist in creating, tracking and managing timelines and budgets for implementation of projects.
• Aids in creating annual reports for Center.

• Communicate results of projects in written and/or oral presentations. Provide project status, summary recommendations and final impact, as appropriate, according to the project time lines. Develop written presentation materials at the appropriate level of detail for the audience.
• Writing and proofreading for digital media, including content and for IC3 website, news stories, office updates and email blasts

$, - $, Annually

Bachelors 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 Website maintenance and social media
• 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.