Administrative Assistant (Orlando, FL) - Medicine

Orlando, FL
Apr 15, 2017
Institution Type
Four-Year Institution

Job ID: 41536

Full/Part Time: Full-Time

Regular/Temporary: Regular

Apply On Or Before: 04/24/2017


Regional Medical School Campus Orlando - College of Medicine


Serves the first point of contact for Orlando campus telephone calls and visitors. Maintains neat and orderly lobby and meeting rooms. Maintains awareness of all regional campus functions and activities. Creates electronic campus newsletter and maintains campus calendars and website. Identifies relevant news and writes stories about Orlando campus faculty, students, and alumni. Posts announcements, events, and spotlighted information to website in a timely manner.
Supports and promotes faculty development activities, to include: contacting presenters to schedule sessions, sending session announcements and tracking guest counts, completion and filing of documentation for Continuing Medical Education (CME) credits, preparation of participant handouts, catering arrangements, and event logistics. This position is required to work evenings on a periodic basis.
Assists with a variety of clerical tasks in support of our MD and PA programs which includes generating correspondence and mailings (both electronic and paper), faxing/printing/photocopying, and maintaining spreadsheets, databases, and electronic documents.
Maintains supplies for office which requires periodic trips to appropriate local retailers in personal vehicle. Also may occasionally use personal vehicle to visit hospitals and physician offices. Submits purchase requisitions and prepares disbursement requests. Receives cash, credit cards, or checks as payment for donations and participant expenses in accordance with University and COM guidelines for proper cash handling. Makes all necessary travel arrangements to include hotel, flights, car rentals, etc. for faculty, staff, and students, processing travel authorizations, gathering documentation, and filing reimbursement requests in accordance to the Florida State University policies and procedures to ensure travel arrangements and reimbursements are processed in a timely manner. Ensures proper signature, filing, and distribution of all travel documents.


High school diploma or equivalent and two years experience or a combination of post high school education and experience equal to two years.
Previous experience demonstrating effective customer service skills.
Ability to communicate effectively verbally and in writing.
Experience with applicable computer software and operating systems to include Microsoft Word, Excel, and Outlook.
Knowledge of collection and/or cash handling procedures, with the ability to perform monetary transactions and perform basic mathematical calculations.
Knowledge of principles and practices of event planning, with the ability to coordinate, organize, and evaluate meetings and/or events.
Ability to establish and maintain working relationships with staff, faculty, and students.
Valid Florida or Georgia Driver's License or the ability to obtain.

Other Information

This position is located in Orlando, FL.
Located in downtown Orlando, the Orlando Regional Campus of the Florida State University College of Medicine is creating physicians and physician assistants to meet Florida's needs. The campus is one of FSU's six regional campuses where students in the FSU MD and PA programs are assigned for their clinical training by community-based physician faculty, hospitals, and clinics, all carefully chosen for their excellence in medicine and teaching. The Orlando Campus is recruiting for an Administrative Assistant to provide administrative support to multiple functional areas of FSU's Orlando campus while engaging with students, physician-faculty, community teaching partners, and the general public.

Anticipated Salary Range

Anticipated hiring in the high $20,000's to low $30,000's.

Pay Plan

This is an USPS (University Support Personnel System) position.

Criminal Background Check

This position requires successful completion of a criminal history background check.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at If you are a current FSU employee, apply via myFSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to, or call FSU Human Resources at (850) 644-6034. IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer. FSU's Equal Opportunity Statement can be viewed at:


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