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Inside Higher Ed · 2 weeks ago

Administrative Specialist III-Department of Neurosurgery-Brain Tumor Center

Gainesville, FL

Full-time

Onsite

Mid, Senior Level

$53K/yr - $61K/yr

5+ years exp

Inside Higher Ed is seeking an Administrative Specialist III for the Department of Neurosurgery's Brain Tumor Center. The role involves providing comprehensive administrative support to the Assistant Vice President for Research, including managing schedules, coordinating travel, and assisting with program planning and execution.

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Responsibilities

Maintains the complex calendar for the Assistant Vice President by planning and scheduling meetings, conferences, teleconferences, and travel. Responsible for arranging/setting up meeting rooms, catering, and clean-up following meetings

Responsible for receiving and reviewing all incoming written communications addressed to the Assistant Vice President. Assists with preparing correspondence and responses, many of which involve confidential, complex, and sensitive issues. Screens telephone calls and answers questions that involve the interpretation of policies and procedures, and provides routine information to callers. Determines when it is appropriate to refer callers to another party for a response to their inquiry

Assists in the preparation of reports and proposals as requested. Completes assigned projects either directly or through delegation and is responsible for following up on results

Creates and maintains administrative filing systems and workflow, and maintains confidence and protects operations by keeping information confidential, including private health information, intellectual property, and confidentiality agreements

Responsible for scheduling and coordinating all travel arrangements, registrations, reimbursements, and any necessary travel authorizations for the Assistant Vice President

Ensures coordination with the department fiscal team to ensure UF and department policies and procedures for travel and expense are followed

Provides back-up documentation to the administration office for catering and P-card purchases

Gathers back-up documentation for travel expense reimbursement for submission to the administrative office

Ensures compliance with university travel policies and procedures

Tracks reimbursement requests

Assists with the planning and execution of programs critical to the clinical research and education missions of the Assistant Vice President for Research, including, but not limited to: Responsible for the coordination of visitation by colleagues as well as patients and their families, answers and Directs Inquiries

Schedules flights, hotels, local transportation, and meals

Schedules meetings with Neurosurgery, College of Medicine, CTSI, and UFHCC Leadership

Coordinates/facilitates facility tours

Prepares and disseminates agendas

Coordinates social/educational activities, including research seminars, faculty meetings, and social events

Includes: Event budget development

Secures meeting space and lodging

Develops event material and advertises for the event via signage, social media, etc

Processes expense reimbursements and final financial reporting in accordance with UF Finance and Department regulations

Interacts with the Development Office of the medical center to plan and coordinate fundraising events in support of the Brain Tumor Center

Develops and maintains the social media network (Facebook, Twitter, LinkedIn, etc.) for the Assistant Vice President for Research. Develops content and updates social media postings

Acts as liaison with UF Health marketing on maintaining up-to-date marketing materials for the Wells Brain Tumor Center and CTSI social media and associated websites

Qualification

Experience supporting executivesProficient in Microsoft OfficeHigh-level organizational skillsCommunication skillsSocial media managementEvent planningConfidentiality management