|Job Category :||Administration|
|Company Name:||University of Florida|
|Position Name:||Administrative Support AST II|
|Location :||341 Tigert Hall 300 SW 13th St, Gainesville, FL 32611|
|Job Description :||The Department of Medicine, Division of Nephrology is seeking a full time Administrative Support Assistant II. The primary purpose of this position is to provide administrative assistance to Chief, Administrator and faculty within the Division of Nephrology, Hypertension and Renal Transplantation. Essential Functions; Scheduling and Daily Operations 50% Develop and maintain understanding of the requirements and priorities unique to the Division of Nephrology, Hypertension and Renal Transplantation and the Chief and Administrator’s roles. Independently manage projects for the Chief and Administrator to ensure that projects stay on schedule. Review all incoming correspondence, prioritizes, and delegates information to others as appropriate. Maintain a professional environment for the Division of Nephrology, Hypertension and Renal Transplantation office. Design and implement processes for the efficient functioning of the office. Update and maintain office policies and procedures manual. Coordinate calendar of the Chief and Administrator. Screen and prioritize requests for appointments. Coordinate Chief’s activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University. Manage the flow of all information in and out of the office, both paper and electronic information. Provide primary coverage for the Division of Nephrology, Hypertension and Renal Transplantation inpatient consult request line, track and assign consults to the appropriate attending/fellow on service, confirm receipt of requests.Maintains accurate daily electronic calendars including administrative and academic appointment schedules as directed by assigned faculty or staff. Schedules meetings as directed and notifies all appropriate personnel regarding faculty vacations and/or absences.Responsible for providing direct administrative support to the Division of Nephrology’s Assistant Director, Chief and Transplant Director. Coordinate with faculty, fellows, and OPS faculty to obtain necessary coverage for the division on a daily basis. Records and transcribes minutes of divisional meetings.Keep an up to date record of faculty’s contact information on all frequently used systems.Maintain filing for documents and correspondence as directed by faculty or Assistant Director. Assist faculty in scheduling meetings, which may include ordering lunch, obtaining meeting space and producing presentations or making copies of presentation. Maintain divisional calendar for meetings and conferences and posts and distributes the calendar as needed. Ensure conference attendance lists are up to date and complete.Manage Consult line and upload necessary information into internal database and Epic.Answer division telephone lines, sends and receives correspondence with outside organizations, obtains faculty signature on relevant medical documents. Maintain Epic Secure MessagingCreate and manage IT and Facility tickets needed throughout the division. Personnel Management 40% Coordinate with physicians and administrative staff at the division and department level to facilitate interviews for candidates. Manage recruitment expenses for candidates, including but not limited to, transportation, lodging, and food. Utilize myUFL travel and expense module to create travel authorizations and expenses reports for candidates. Ensure timely reimbursement of funds to candidates utilizing myUFL and PeopleSoft.Ensure faculty and staff return appropriate evaluation forms on all candidates.Maintains a database of all division candidates, including but not limited to, personnel files. Secondary Duties 10% Provide backup as needed for daily fiscal transactionsProvide backup as needed for the Fellowship Coordinator Expected Salary: $18.00 – $20.00 hourly Minimum Requirements: High school diploma or equivalent and four years of relevant experience. Preferred Qualifications: High level of professionalism and acumen is also necessary for the individual to effectively make decisions, complete assignments of a moderately complex nature with minimal supervision, and set their own priorities. A strong understanding of basic computer operations and knowledge of Microsoft Office is requisite. An understanding of medical terminology is desirable as well. Special Instructions to Applicants: “In order to be considered, you must upload your resume.” The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. This is a time limited position. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No|
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