Administrative Spec II

3 weeks ago

Gainesville, United States University of Florida Full time

Job Description:

The Department of Medicine, Division of General Internal Medicine is seeking a full time Administrative Specialist II. Under the direction of the Assistant Director, the Administrative Specialist II is responsible for providing administrative and fiscal support for faculty and staff in the Division of General Internal Medicine. The Administrative Specialist II is directly responsible for all purchasing activities in the division, including supplies needed for grant funded projects. 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. The Administrative Specialist II performs responsibilities by anticipating needs and proactively providing support with minimal direction. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position's job duties. Position reports to the Assistant Director and has supervisory responsibilities.

Essential Functions;

General Administrative Support
1. Managed division chief and assistant director calendar and meeting coordination
2. Lead and complete the planning, and coordination of regularly occurring academic division events and meetings (End of Year Dinner, Recruitment Open House, Faculty Onboarding, Strategic Planning etc.)
3. Type routine correspondence, protocols, memorandums, letters or reports.

Leave Processing
1. Assist with the faculty leave process by scanning approved forms, updating the Division Leave Calendar and entering all approved leave into the DOM Portal. Reviewing and approving leave
2. Provide monthly academic leave tracking report

Staff Supervision
1. Actively supervise the employees and advise on progress and improvement
2. Complete individual quarterly staff evaluations
3. Review and approve staff leave, while considering the need for consistent divisional office coverage
4. Train the team and assign tasks based on need and role expertise
5. Provide staff progress reports to assistant director

Academic Support
1. Send appropriate individual notification to faculty and staff when deadlines are coming up for trainings, effort, or other required activities that are tracked by UF.
2. Assist faculty and staff in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, notifying Fellowship offices, and producing presentations or making copies of presentation
3. Assist with Annual Faculty Evaluations
4. Assist faculty with the preparation of their Promotion and Tenure and mid-cycle review packets

Fellowship Coordination
1. Establish fellowship program curriculum alongside the Program Director.
2. Log activities on the fellow schedule in New Innovations
3. Establish and monitor fellowship evaluations based on the institutional requirements
4. Complete Annual Program Evaluations in the required platform
5. Assists with recruitment and onboarding of the fellow

Research and Sponsored Project Support
1. Review research invoices for accuracy and route for payment per project budget
2. Assist with meeting planning and coordination for research related activities

Fiscal Support
1. 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 follow the Department of Medicine and UF Purchasing policies.
2. Request electronic transactions between accounts when necessary (E to E transactions) to correct chartfield balances as determined by the Division Administrator.
3. Review monthly division ledgers and reconcile with source documents to ensure accurate processing

Travel Coordination
1. Coordinates travel arrangements including but not limited to scheduling flights, making hotel reservations, registration for conferences as requested by faculty.
2. Creates detailed itineraries with all relevant travel information and provides to the traveler prior to their departure.
3. Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork with appropriate divisional staff. Review requests with Division Administrator to ensure appropriate fund sources are being utilized.
4. Tracks payments and ensures that travel and reimbursements are processed in compliance with limits set at the department/division level.

Additional Duties as Assigned
1. Assist with special projects and duties as assigned

Expected Salary:

$, - $, Annually

Minimum Requirements:

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

Preferred Qualifications:

Proficiency in Word, Excel, PowerPoint, Outlook E-mail and Internet
• Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to function under stressful circumstances always maintaining respectful and supportive interactions
• Ability to communicate effectively both verbally and in writing.
• Ability to work independently
• Prior management experience
• Strong interpersonal and telephone skills
• Intermediate knowledge of PeopleSoft and SharePoint
• Prior experience with UF GO and fiscal transactions
• Bachelor’s degree
• Advanced knowledge of Microsoft Outlook
• Prior UF PCard experience and training

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