Job no: 516341
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional
Department:29240101 - MD-HOBI-GENERAL

Administrative Specialist II

The Department of Health Outcomes and Biomedical Informatics (HOBI) is seeking an Administrative Specialist II to serve as the principal assistant to the Chair in performing a variety of administrative duties requiring daily interaction with representatives of the Department, Institute, College of Medicine, the Health Science Center, the University of Florida, UF Health, and external state, federal, and local agencies. In this role, the successful candidate is responsible for providing complex daily administrative support for the Chair (coordinates and directs office services, preparing reports, maintaining correspondences, schedule and calendar, interpreting administrative and operating policies and procedures for employees. Analyzes administrative operating practices, makes judgment about or assessing the value, importance, and quality of customer services and administrative procedures to create new or to revise existing methods, provides consultation and advice to management, and other related duties to the Chair and Director. This position works closely with this department’s Director and Associate Director of Administrative Services. The incumbent must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues, and exercise independent and prudent judgment when completing the tasks and responsibilities associated with their duties.

• Assists the Chair by providing complex daily administrative support, which requires a comprehensive knowledge of the policies and procedures of the University of Florida, College of Medicine, and the Health Science Center. Responsible for managing the calendar and events for the Chair. Arranges all calendar appointments for the Chair, including visiting professors and faculty candidates. Routinely schedules meetings and conferences, informing participants of topics to be discussed, and providing participants with agendas and background information. Independently formulates and implements internal operating procedures to maintain continuity in the office during Chair’s absence.

• Responsible for processing Chair travel, daily purchasing needs, and reimbursements. This includes submitting IT and requisition requests, agenda and itinerary confirmation, airline reservations, registration prepayment, account encumbrance, memberships and expense reimbursement. Coordinates with department administrators and project leads ensure travel expenditures are encumbered on the appropriate account. Coordinate high level faculty candidate recruitment visits: including itinerary, travel arrangements, and seminar coordination. Coordinates and prepares visiting faculty itineraries and travel.

• Creates and edits correspondence and reports of a confidential nature, such as faculty performance evaluations, budget reports and departmental salary information for the Chair. May assist in preparation of teaching course materials. Compiles data; assists with the creation of PowerPoint presentations, etc. for the Chair to assist in teaching efforts and seminar presentations. Routinely helps in preparing departmental reports including data collection, compilation, and coordination of ballots for vote. Responsible for compiling draft emails and letters at the direction of the Chair for the Chair to review. Makes final edits to the emails and letters based on Chair's feedback. Responsible for obtaining the Chair's approval and signature on various documents and correspondence; properly routes such documents in a timely manner.

• Special Projects: Assists with administrative functions related to the strategic planning process. Provides Director of Administrative Services with assistance as needed. Assists other administrative staff with various projects as time permits and in particular those that are required of the Chair. Ensures the availability of appropriate meeting space and catering as necessary for all scheduled and ad hoc conferences and meetings, i.e., the departmental faculty meetings, executive committee meetings, evaluation meetings, budgetary meetings, faculty retreat, departmental meetings, and departmental events.

• Manages all incoming communications for the Chair, including telephone, email, and written communications. Responsible for receiving, reviewing, and managing inquiries and requests. Utilizes knowledge regarding various policies and procedures of the department, College of Medicine, University of Florida, Health Science Center, committees, and associations, to assist individuals contacting the Chair. Answer and resolve inquiries and requests independently in support of the Chair. Responsible for placing calls on behalf of the Chair as needed. Serves as administrative liaison for the Chair. This requires coordinating activities and interacting with a variety of individuals and groups, including community organizations, government agencies, university and college leadership, administrators, faculty, visiting faculty, staff, and students. Provides appropriate assistance and communicates information to department faculty and staff as required by Chair.

• Maintains and updates the Chair’s biosketch, curriculum vitae and other support documents, which are important for grant and other funding submissions. Ability to associate projects with the corresponding Principal Investigators or stakeholders.

• Maintain conference room calendar for HOBI’s conference room at the CTRB and maintain the administrative needs of HOBI’s space at the Clinical and Translational Research Building (CTRB)(i.e., printer maintenance, organizing supplies, etc.).

$62,000.00-$70,000.00

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

The ideal candidate will have:

• Knowledge of policies, procedures, and practices of department, College of Medicine, university, specific committees, and societies.
• Experience working as an assistant to a management level position, particularly in an academic setting.
• Proven ability to conduct responsibility with a high degree of professionalism and maintain confidentiality.
• Proven ability to communicate effectively, both verbally and in writing.
• Proven ability to establish and maintain effective working relationships.
• Proven ability to plan, organize, and establish priorities to meet deadlines and maintain an orderly work schedule.
• Knowledge of current rules and regulations of the State of Florida financial system.
• Knowledge of general office procedures.
• Skills to operate a computer and multiple software packages.
• Skills to operate office equipment.

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

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

No

Advertised: 12 Apr 2021 Eastern Daylight Time
Applications close: 19 Apr 2021 Eastern Daylight Time