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Administrative Support AST I

Employer
University of Florida
Location
In the State of Florida, Main Campus (Gainesville, FL)

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Job no: 515936
Work type: Staff Full-Time
Location: In the State of Florida, Main Campus (Gainesville, FL)
Categories: Administrative/Professional
Department:29050102 - MD-MED CENTRAL-HOUSESTAFF

Classification Title:

Administrative Support Ast I

Job Description:

The Department of Medicine, Administration Housestaff office is seeking a full time Admin Support Ast I. This position is located in the Department of Medicine, Internal Medicine Residency Training Program encompassing 115 residents, 4 Chief Residents, Program Administrator, 4 Associate Program Directors, Program Director and 3 staff. Under the direction of the Program Administrator, the Administrative Support is responsible for providing administrative and fiscal support to the Residency Training Program. This position must provide a high level of customer service both in person and on the telephone. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position’s job duties. The position reports to the Program Administrator.

Essential Functions Include;

Customer Service
1. Answer the Department of Medicine’s Housestaff and Chairman’s office main phone number. Answer and redirect calls as needed.
2. Greets all residents in a professional and cheerful manner, handling their inquires or directing/escorting them to appropriate staff.

Travel Coordination
1. Serves as contact person for Gatorade Travel Request submissions. Ensures all forms are complete and submitted in a timely manner.
2. Coordinates travel arrangements including but not limited to scheduling flights, making hotel reservations, registration for conferences as determined by approved Gatorade Travel Request.
3. Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork.
4. Tracks travel and payments.

Division Purchasing
1. Obtain vendor quotes, make purchases, insure delivery, process invoices, and work with the Program Administrator to insure invoices are paid from correct accounts. All purchasing and accounts payable activities must be in compliance with Department of Medicine and UF Purchasing policies.
2. Maintain P-Card expenses and reconciliation according to University policies and procedures.
3. Request electronic transactions between accounts (E to E transactions) when necessary to correct chartfield balances as determined by Program Administrator. PeopleSoft system used.
4. Responsible for inventory management and ordering of Housestaff and Chairman’s office supplies.

Academic Support
1. Types correspondence and independently responds to correspondence not needing the personal attention of the Chief Residents, Program Administer or Program Director.
2. Open and sorts confidential and routine mail for the program as needed.
3. Sorts incoming faxes and directs appropriately.
4. Scan, copy, and file resident program files and personnel documents.
5. Assists with catering for residency program meetings including but not limited to ordering, set-up and clean-up.

Miscellaneous
1. Prioritizes assignments and messages based on urgency or deadlines and works cooperatively with other Division, Department and University staff to ensure that all assignments are completed in a timely manner and meet or exceeds the standards for quality and performance as established by the Program Administrator.
2. Provides back-up support to administrative staff and mailroom clerk when absences occur.
3. Adheres to all office policies, procedures, and protocols established by the Division.

Expected Salary:

$15.00 - $17.00 hourly

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:

Ability to communicate effectively (verbal/written) with diverse group from faculty to students.
Ability to assume responsibility and be counted on for professional performance.
Possess professional telephone manner.
Ability to use properly Microsoft Office software package.

Special Instructions to Applicants:

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

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

Health Assessment Required:

No

Advertised: 02 Mar 2021 Eastern Standard Time
Applications close: 09 Mar 2021 Eastern Standard Time

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