Job no: 517540
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Clerical, Veteran's Preference Eligible
Department:29010500 - MD-FINANCIAL SERVICES

Classification Title:

Administrative Support AST I

Job Description:

The University of Florida College of Medicine (UF COM) is seeking an Administrative Support Assistant I for the Office of the Dean, Division of Finance and Administration. This position is based in the College of Medicine, Office of the Dean, Division of Finance and Administration (DOFA) and reports to the Administrative Specialist III for Administrative Services. The Administrative Services Team works cooperatively to ensure that the administrative needs of the DOFA are met daily. This includes being part of the reception area for the Finance and Administration Division with duties such as greeting visitors, answering multiple phones lines, scheduling and maintaining conference room calendars, scheduling meetings and calendar invites for leadership, screening incoming correspondence and coordinating information dissemination as needed, and working directly with staff in the DOFA along with staff in other College of Medicine departments and Shands Healthcare personnel.

• Develops and maintains an understanding of the requirements and priorities unique to the Department of Finance & Administration (DOFA). Coordinates activities with those of Senior Vice Presidents, Other Deans, Chairs, Directors and others across the University and external to UF. Screens incoming correspondence and coordinates information dissemination as needed. Works closely with the Administrative Specialist III to ensure meeting scheduling for DOFA leadership along with other staff within DOFA is accurate and timely. Screens and routes all incoming calls to correct areas within DOFA for resolution. Maintains phone list for DOFA and other Dean’s Office divisions.
• Maintains a professional environment for DOFA, including opening and closing procedures for the front office. Recommends policy changes and implements new procedures to ensure the efficient functioning of the office. Works closely with Administrative Team to coordinate conference room scheduling. Triages requests for equipment repairs and maintenance of phones, copiers and facilities. Orders and maintains office supplies for the DOFA office and its employees. Provides insight to yearly administrative budget preparation and makes recommendations as needed for equipment and supply purchases.
• Assists in projects by researching, gathering information and preparing data/reports as needed by various groups within DOFA. Ability to assess, plan, design and implement complex reports, to identify potential barriers and strategies, to synthesize and integrate information.

Expected Salary:

$16.00 - $18.00 hourly

Minimum Requirements:

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

Preferred Qualifications:

The successful candidate will possess:

Ability to prioritize multiple tasks to meet competing deadlines

Ability to be detailed and accurate in all work assignments

Ability to work independently and make decisions in a quick and decisive manner

Ability to tactfully handle difficult situations that arise in front office

Ability to plan, organize and coordinate work assignments among varied colleagues

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and a list of 3 professional references.

This is time-limited.

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

Health Assessment Required:No

Advertised: 26 Jul 2021 Eastern Daylight Time
Applications close: 09 Aug 2021 Eastern Daylight Time