| Job Description: |
The Department of Neurology, Division of Neurovascular and Division of Aging, Behavioral, and Cognitive, is seeking a detail-oriented candidate for an Administrative Support Assistant II position to provide expert administrative support to the Division Chief, division faculty, and other division staff as needed. Responsibilities include scheduling and maintaining calendars, meetings, and travel itineraries; triaging a high volume of calls; coordinating visitors, including travel arrangements and itineraries; assisting with confidential and routine correspondence, evaluations, reports, and emails; and regularly updating CVs and bibliographies.
The individual in this role is expected to work with minimal supervision, be proactive in managing assignments and following guidelines, demonstrate strong attention to detail, communicate concisely when appropriate, and possess the ability to successfully manage competing and changing priorities. This role is ideal for candidates with administrative experience in an academic medical environment, providing support to physicians, faculty, or leadership, and with proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, and Publisher).
About This Role:
Neurovascular and ABC Division Chief, Associate Chairs, and Faculty Support
Serves as the primary contact and liaison for the Division of Neurovascular Chief and faculty, which includes the Associate Chair of Education and the Associate Chair of Regional Strategic Integration. Maintain a professional, inviting environment for the office. Also serves as primary contact and liaison for the Division of Aging, Behavioral, and Cognitive Chief and faculty.
Responsible for managing faculty and division calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments. Schedule and organize monthly and other recurring faculty meetings.
Coordinates meetings and events including location arrangements and creating and distributing invitations, related correspondence, agendas, and other related materials. Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff.
Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules. Responsible for reviewing attending listings in Amion and Epic and clinic schedules each week to ensure accuracy with division and faculty calendars.
Responsible for ensuring master calendar is kept up to date with changes in schedule. Supports mobile clinic maintenance. Responsible for processing leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports and other paperwork as needed for the division chief and faculty. Work with clinic staff to close/reschedule clinics as needed.
Coordinates travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies. Collects and provides all travel receipts and information to department fiscal team for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources. Assists with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports. This includes proof reading, editing, copying, and record keeping. Compiles data and information from multiple sources to prepare reports.
Responsible for requesting business cards, lab coats, door tags, etc. Provides administrative support to Principal Investigators within division regarding lab set up, orders, etc. Liaison with UF Health Communications and department Communications Assistant to keep division website, and UF Health websites up to date, including faculty pages as they relate to the division. Coordinate with UF Health Communications regarding any marketing needs.
Division Administrative Support
Provides general office support including greeting walk-ins, tracking supply inventory and request
replenishments as needed, covering main phone lines with administrative assistant team, picking up and
distributing mail, maintaining division meeting room, and supporting other staff as needed. As part of the
main phone line coverage and front desk coverage for the division, directs patient calls as needed to the
Patient Access Center and works with faculty on direct peer to peer calls regarding patients.
Actively participates as a member of the administrative assistant team. Attends weekly administrative
assistant team meetings, staff monthly townhall, and other related meetings. Provides primary back-up
support to the Neurocritical Care Administrative Assistant. Also provides support to other areas as needed.
Rotates in providing MBI holiday coverage with administrative assistant team.
Takes initiative to find ways to enhance the support provided to the division and actively collaborates with
the administrative assistant team. Works as a collaborative team member with department staff.
Responsible for maintaining knowledge of policies and procedures related to the role. Proactively works
with other areas in the department to navigate questions and resolve complex issues.
Serve as building emergency contact for Neurovascular academic office in 1329 building. May coordinate
emergency issues for building area in collaboration with the 1329 Building Emergency Team.
Recruitment, Guest, and Event Support
Assist search committees in all aspects of recruiting including travel and lodging, scheduling seminars and
interview schedules (itineraries). Generate and distribute itineraries, announcements, room and
audiovisual scheduling, and candidate assessment requests. Establish contact with school administrators,
real estate agents, and other community resources.
Assist with the interview schedules (itineraries) for advanced practice providers and other staff members as
needed.
Assists with onboarding new faculty and staff to ensure a smooth transition to the university and area.
Travel may be required a several times a year, including escorting candidates to UF and Gainesville-based
locations.
Organize division related-events including invited guest speakers, outreach events, think tanks,
symposiums, graduations, social events, and others. This may include finding a conference space, hotel
blocks, catering, rentals, invitations, itinerary, set-up and breakdown support, etc. Arrange speaker
reimbursement, lodging and honorarium in collaboration with the department fiscal team.
Additional Duties
Entry and maintenance of the inpatient call schedule in EPIC and Amion for department.
Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine
We Offer Exceptional Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
Learn more about what we have to offer here!
About the City of Gainesville
Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.
Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!
For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds
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