Job no: 514998
Work type: Staff Full-Time
Location: Alachua
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:29210000 - MD-OTOLARYNGOLOGY

Advertised: 09 Dec 2020 Eastern Standard Time
Applications close: 12 Dec 2020 Eastern Standard Time

Administrative Support Assistant II

The Department of Otolaryngology is seeking a highly motivated individual to join the administrative team.

Administrative support will provide office support to up to three Assistant and/or Associate level professors in the department. Duties include maintaining academic calendars and schedule, triage phones calls appropriately, opening and sorting mail, and making travel arrangements for business meetings. Individual will have access to electronic medical record in order to review and share information with faculty member as required. Assist faculty member with updates to CV and manage documentation and data for promotion and tenure packets. Assist faculty member with course organization and assist with required paperwork. Arrange for catering for meetings and other special events as needed. Assist with the recruitment process for open faculty positions. Disseminate department announcements for meetings, presentations and lectures. Assist faculty with confidential correspondence, letters of recommendations and other sensitive information. Assist faculty with tracking CME credits, renewing licenses, memberships and tracking deadlines for recredentialing, etc. Handle shadowing requests for assigned faculty and create schedules.

Departmental duties will include managing the master schedule for faculty in OpenTempo. Will be responsible for the faculty On-call schedule and entering the information into Spok. Managing and updating the department website. Will act as the social media coordinator and will post on our department Facebook and Twitter accounts.

Miscellaneous tasks will include cross training to cover other Administrative Assistants in the department as well as cross training to cover the front desk at our clinic locations. Basic office duties include greeting visitors as they come into the office, answer multiple phone lines, monitor and distribute faxes, and do the mail run. Will answer phones and triage callers where appropriate.

Additional duties will be assigned based on individual qualifications.

$17.00 - $19.00/hr

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience

• Experience with Microsoft Office Products (Outlook, Excel, Word, PowerPoint, etc)
• Proficient in Excel spreadsheets a must
• Customer Service Skills
• Organization Skills
• Experience in medical office
• Ability to prioritize multiple tasks in order to meet competing deadlines
• Ability to plan, organize and coordinate work assignments
• Ability to work independently and make decisions in a quick and decisive manner
• Ability to communicate effectively in person, on the phone and in writing
• Ability to be detailed, accurate and confidential with work assignments
• Ability to maintain effective working relationships with colleagues, faculty and residents

In order to be considered, you must upload your cover letter and resume.

This is a time-limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

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