Administrative Support AST III

Job no: 514986
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional
Department:29050700 - MD-ENDOCRINOLOGY

Classification Title:

Administrative Support AST III

Job Description:

Administrative Support Duties

1. Develop and maintain understanding of the requirements and priorities unique to the Division of Endocrinology, Diabetes & Metabolism and the Chief’s role. Coordinate Chief’s and other Division activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University. Independently manage projects for the Chief and Administrator to ensure that projects stay on schedule.
2. Maintain a professional environment for the Division of Endocrinology, Diabetes & Metabolism Chief’s office. Design and implement processes for the efficient functioning of the office. Coordinate and maintain calendar of the Chief and Administrator. Screen and prioritize requests for appointments.
3. Maintains accurate daily electronic calendars for the Division Chief and Division Administrator, including administrative and academic appointment schedules as directed by assigned faculty or staff, and schedules meetings as directed.
4. Coordinates travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed. Creates detailed itineraries for travel events with all relevant information and provides to faculty or staff prior to travel. Collects and provides all travel receipts and information to the Division’s fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
5. Types confidential and routine correspondence, memorandums, protocols, letters, meeting minutes, and reports, from dictation or hand-written copy for the Division Chief and other Division members, as needed. Uses correct formatting, spelling, and grammar for all correspondence.

Academic Support Duties

1. Maintain accurate and up to date CV’s for assigned faculty with attention to spelling, grammar, punctuation.
2. Maintain Internal Medicine and consult schedules.
3. Assist assigned faculty in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, setting up conference space, communication with Fellowship and/or CME offices, and making copies of presentations.
4. Assist faculty with Promotion and Tenure packets, annual Faculty Achievement Reports, and any other administrative forms as needed.

Research Support Duties

1. Serve as IRB Regulatory Manager for the division’s research awards, and assist with faculty grant submission as needed.
2. Assist with faculty grant submission, preparation, and site visits. Assist with faculty preparation or dissemination of academic documents including, but not limited to, journal manuscripts, abstracts, and posters.

Expected Salary:

$20 - $22 /hour

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications: Special Instructions to Applicants:Upload CV for consideration for this position.

This is a time-limited position.

If you are claiming veteran’s preference, please upload a copy of your DD-214, along with any other appropriate documentation to support your claim, with your application for consideration.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Advertised: 27 Oct 2020 Eastern Daylight Time
Applications close: 11 Nov 2020 Eastern Standard Time