| Job Description: |
The Administrative Assistant I provides essential administrative, clerical, academic, and fiscal support to the department and assigned faculty. This position plays an important role in supporting efficient day-to-day operations and advancing the department’s clinical, academic, research, and educational activities.
The ideal candidate is highly organized, detail-oriented, and service-focused, with the ability to manage multiple priorities and communicate effectively with faculty, staff, trainees, visitors, vendors, and external partners.
Administrative Support
- Provides comprehensive administrative support to the department and assigned faculty.
- Receives, screens, sorts, and distributes incoming mail and correspondence.
- Answers departmental telephone lines, responds to routine inquiries, and directs calls appropriately.
- Maintains office supply inventories and coordinates the purchase of supplies, furniture, and equipment.
- Coordinates conference room schedules, meetings, seminars, and special events, including preparing meeting materials, agendas, and room arrangements.
- Prepares, edits, and distributes correspondence, reports, presentations, and other professional documents on behalf of faculty and departmental leadership.
- Manages calendars, schedules appointments, and coordinates divisional meetings, including preparing and distributing agendas and meeting minutes.
- Serves as a primary point of contact for faculty, staff, trainees, visitors, vendors, and external organizations, providing excellent customer service and facilitating effective communication.
- Provides backup support to the Chair’s Executive Assistant, including assisting with the preparation and tracking of documentation, deadlines, and other time-sensitive activities to ensure continuity of operations.
Faculty, Academic, and Research Support
- Provides administrative support for faculty scholarly, academic, research, and educational activities.
- Assists with manuscript preparation, formatting, editing, and proofreading.
- Organizes references, tables, figures, appendices, and supporting materials for publication.
- Ensures documents comply with applicable journal submission requirements.
- Serves as a liaison with journals, publishers, departmental offices, and external organizations regarding manuscript submissions, revisions, and publication activities.
- Assists faculty with educational materials, presentations, and other academic projects that support the department’s teaching and research missions.
Fiscal Support
- Supports the daily operations of the department’s fiscal office while ensuring compliance with university and departmental financial policies and procedures.
- Coordinates the timely processing of purchase orders, payments, grant expenditures, travel transactions, expense reimbursements, and income deposits through the HRIS and other university systems for both the University of Florida and the Florida Clinical Practice Association (FCPA).
- Processes checks, invoices, journal entries, requisitions, vouchers, and procurement transactions for departmental PCard holders.
- Reviews financial documentation for completeness and accuracy and maintains organized fiscal records.
- Serves as a liaison among vendors, faculty, staff, and central administrative offices to support efficient and timely financial operations.
Travel Coordination and Institutional Reporting
- Coordinates travel through UFGO for faculty, staff, students, and guests attending meetings, seminars, presentations, and conferences.
- Arranges transportation, lodging, conference registration, and other travel accommodations.
- Processes travel authorizations and encumbrances in PeopleSoft.
- Prepares and submits post-travel expense reports in accordance with university policies.
- Compiles and submits data for annual surveys and institutional reporting requirements, including reports for MGMA, AAARAD, University Tax Services, UWO, Auxiliary Service Centers, Unrelated Business Income Tax, and Incidental Trust Funds.
Additional Responsibilities
Performs other related administrative, clerical, and operational duties and assists with special projects as assigned by the supervisor or departmental leadership.
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| Preferred |
- Experience supporting faculty, physicians, or executive leadership in a fast-paced, complex organization.
- Working knowledge of University of Florida administrative and financial systems, including PeopleSoft, UFGO, myUFL, or similar enterprise resource planning (ERP) systems.
- Experience processing travel authorizations, expense reimbursements, procurement transactions, and purchasing in accordance with university or government policies.
- Demonstrated experience coordinating meetings, conferences, seminars, and special events.
- Experience preparing professional correspondence, reports, presentations, meeting agendas, and meeting minutes.
- Familiarity with manuscript preparation, journal submission processes, or supporting academic and research activities.
- Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, PowerPoint, and Adobe Acrobat, with the ability to create and edit complex documents and spreadsheets.
- Demonstrated ability to manage multiple priorities, exercise sound judgment, maintain confidentiality, and work independently while meeting competing deadlines.
- Strong organizational skills with exceptional attention to detail and a commitment to providing outstanding customer service.
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