Administrative Support AST III

Administrative Support AST III

Job No: 524737
Work Type:
Location: Main Campus (Gainesville, FL)
Categories: RealCat
Department: 29040101 - MD-ANEST-GEN EDUCATION OFFICE

Job Description


Classification Title:

Administrative Support AST III

Job Description:

This position is part of the Anesthesiology Education Office (AEO) team that provides administrative support for the Division Chief/Program Director and Assistant Director.

Some of the duties are as follows:
Administrative: Serves as the primary administrative support assistant for the faculty and staff in the Anesthesiology Education Office (AEO), including the Division Chief/Program Director and Assistant Director of Education Administration. Provides administrative support for division leadership and events including those related to Associate Program Directors. Maintains accurate calendar/schedule for faculty members and staff. Anticipates the needs of faculty members and staff by keeping track of important reoccurring meetings, scheduling meetings, preparing agendas, and drafting correspondence. Coordinates divisional meetings, including notifying and polling participants, preparing agendas, recording minutes, and setting up appropriate audiovisual services. Prepares letters, forms, verifications, and other documents as assigned. Assists with creating clinical schedules for the division by soliciting requests; organizing the availability of faculty, staff, fellows, and residents; and distributing the schedules. Assists with documentation and data entry needed for governing bodies including the GME, ACGME, and ABA. Collaborates with the communications team to assist faculty and staff with submissions. Supports faculty and staff in meeting timelines for routine training and assists in scheduling required training and examination registrations including ACLS, BLS, AKT, and ITE. Provides administrative and event planning support for recruitment, graduation, orientation, and other related programming.

Fiscal: Provides travel assistance by arranging itineraries, making travel arrangements in an accurate and timely manner, and completing travel authorizations and reimbursements using PeopleSoft. Advises faculty and staff on rules, regulations, and policies associated with UF travel. Assists in ordering supplies and arranging catering of food and/or refreshments for AEO meetings. Facilitates purchasing card expenditures, prepares requisitions and purchase orders, and pays encumbered and unencumbered vouchers. Balances and reconciles monthly purchasing card financial accounting reports, updates individual faculty and housestaff PDA balances, and works within assigned budget targets.

General: Controls communication for Division Chief/Program Director and Assistant Director of Education Administration by using independent judgment and discretion with calls and/or visitors. Answers calls to the AEO Office and serves as the primary backup to the office receptionist, including calls, faxes, and other office responsibilities. Filters callers based on their needs/area of information and routes callers to the appropriate contact. Greets guests and visitors, escorting them to appropriate areas. Receives and reviews mail, independently answers correspondence, and completes scheduling and miscellaneous information questionnaires. Requests maintenance and repair of office equipment and surrounding support facilities. Plans ahead, identifies new processes that would increase efficiency, and takes the initiative to learn new skills related to job performance. Contributes to all AEO team tasks when other team members are unavailable to ensure work is completed accurately and promptly. Maintains confidentiality of all information and daily correspondence and handles assignments in a professional and courteous manner. Resolves conflicts independently and contributes to departmental operations by performing other related duties as required.

Other assigned Duties: Actively strives to help the AEO team achieve common goals and performs all duties assigned. Updates required training as necessary.

Expected Salary:

$20.00-$25.00; commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:

Bachelor's degree. Knowledge of PeopleSoft.
Knowledge of basic office practices, including telephone etiquette and standard format for letters and business forms.
Skills in preparing itineraries and maintaining calendars.
Strong customer service skills.
Ability to plan, organize, and coordinate work assignments.
Ability to problem solve.
Ability to work independently.
Ability to use English grammar effectively, both written and verbally, and proofread own work.
Ability to work harmoniously with others.

Proficient in Microsoft Office applications.

Strong verbal and written communication skills.

Special Instructions to Applicants:

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 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.

This is a time limited position.

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

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

Health Assessment Required:
No



Advertised Salary:

Minimum Requirements
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Preferred Qualifications
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Special Instructions to Applicants
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Health Assessment Required: $Health

Applications Close: $Closes

To apply, visit https://explore.jobs.ufl.edu/en-us/job/524737/administrative-support-ast-iii

The University 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. jeid-1a252462b78c9a42b53309c5c6cf3ebe