Inside Higher Ed · 22 hours ago
Administrative Support AST II - Neurology - Vascular Neurology
Gainesville, FL
Full-time
Onsite
Mid Level
$22.50/hr - $24.04/hr
4+ years expInside Higher Ed is seeking a detail-oriented candidate for an Administrative Support Assistant II position in the Department of Neurology. The role involves providing expert administrative support to the Division Chief, division faculty, and other staff, including managing calendars, coordinating meetings, and handling travel arrangements.
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Responsibilities
Provide expert administrative support to the Division Chief, division faculty, and other division staff as needed
Schedule and maintain calendars, meetings, and travel itineraries
Triage a high volume of calls; coordinate visitors, including travel arrangements and itineraries
Assist with confidential and routine correspondence, evaluations, reports, and emails
Regularly update CVs and bibliographies
Work with minimal supervision, managing assignments and following guidelines
Demonstrate strong attention to detail and communicate concisely when appropriate
Manage faculty and division calendars, determining priorities for meetings and appointments
Schedule and organize monthly and other recurring faculty meetings
Coordinate meetings and events including location arrangements and creating and distributing invitations, related correspondence, agendas, and other related materials
Prepare agenda for and compile minutes from monthly division meetings for disbursement to divisional faculty and staff
Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules
Review attending listings in Amion and Epic and clinic schedules each week to ensure accuracy with division and faculty calendars
Ensure master calendar is kept up to date with changes in schedule
Support mobile clinic maintenance
Process leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports and other paperwork as needed for the division chief and faculty
Work with clinic staff to close/reschedule clinics as needed
Coordinate travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies
Collect and provide all travel receipts and information to department fiscal team for payment and/or reimbursement
Assist with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports
Proof read, edit, copy, and maintain records
Compile data and information from multiple sources to prepare reports
Request business cards, lab coats, door tags, etc
Provide administrative support to Principal Investigators within division regarding lab set up, orders, etc
Liaison with UF Health Communications and department Communications Assistant to keep division website, and UF Health websites up to date, including faculty pages as they relate to the division
Coordinate with UF Health Communications regarding any marketing needs
Provide general office support including greeting walk-ins, tracking supply inventory and request replenishments as needed, covering main phone lines with administrative assistant team, picking up and distributing mail, maintaining division meeting room, and supporting other staff as needed
Direct patient calls as needed to the Patient Access Center and work with faculty on direct peer to peer calls regarding patients
Actively participate as a member of the administrative assistant team
Attend weekly administrative assistant team meetings, staff monthly townhall, and other related meetings
Provide primary back-up support to the Neurocritical Care Administrative Assistant
Provide support to other areas as needed
Rotate in providing MBI holiday coverage with administrative assistant team
Take initiative to find ways to enhance the support provided to the division and actively collaborate with the administrative assistant team
Maintain knowledge of policies and procedures related to the role
Proactively work with other areas in the department to navigate questions and resolve complex issues
Serve as building emergency contact for Neurovascular academic office in 1329 building
Coordinate emergency issues for building area in collaboration with the 1329 Building Emergency Team
Assist search committees in all aspects of recruiting including travel and lodging, scheduling seminars and interview schedules (itineraries)
Generate and distribute itineraries, announcements, room and audiovisual scheduling, and candidate assessment requests
Establish contact with school administrators, real estate agents, and other community resources
Assist with the interview schedules (itineraries) for advanced practice providers and other staff members as needed
Assist with onboarding new faculty and staff to ensure a smooth transition to the university and area
Organize division related-events including invited guest speakers, outreach events, think tanks, symposiums, graduations, social events, and others
Find a conference space, hotel blocks, catering, rentals, invitations, itinerary, set-up and breakdown support, etc
Arrange speaker reimbursement, lodging and honorarium in collaboration with the department fiscal team
Entry and maintenance of the inpatient call schedule in EPIC and Amion for department
Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine
Qualification
Required
High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience
Preferred
Advanced knowledge of modern office practices and procedures including word processing, database management, excellent oral and written communication skills, ability to deal sensitively with many types of people, and excellent attention to detail
Proficiency using Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, Publisher), Adobe Acrobat, and Zoom
Strong organization, time management, interpersonal, communication, and problem-solving skills
Experience within an academic medical environment providing administrative support to physicians, faculty, or leadership. Knowledge is call and clinic schedules helpful
Present a professional demeanor and attitude, including maintaining a high level of confidentiality related to sensitive materials and issues
Valid driver's license and access to a personal vehicle
Benefits
Low-cost State Health Plans: Medical, Dental, and Vision Insurance
Life and Disability Insurance
Generous Retirement Options to secure your future
Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
Tuition Assistance through the UF Employee Education Program
Public Service Loan Forgiveness (PSLF) Eligible Employer
Company
Inside Higher Ed
Inside Higher Ed is the online source for news, opinion, and jobs related to higher education.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2022-01-10Acquired
2006-08-31Series Unknown
Leadership Team
Stephanie Shweiki
Director, Foundation Partnerships
Recent News
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