Administrative Assistant III - Quality and Patient Safety initiative (QPSi)

Classification Title: Administrative Assistant III Job Description:

The University of Florida College of Medicine is seeking an Administrative Assistant III to support and provide comprehensive clerical and administrative support to the Quality and Patient Safety initiative (QPSi) within the College of Medicine. This position plays a vital role in supporting the Administrative Specialist (AS) III, program leads, and QPSi team by executing a diverse range of clerical and administrative duties with professionalism, discretion, and independent judgment

About This Role:

Administrative Support

• Provide administrative and calendar support to the Administrative Specialist III and QPSi program leads.
• Support the program leads of the Artificial Intelligence for Quality Improvement (AI/QI) program to schedule project meetings, often navigating complex and conflicting schedules.
• Provide administrative support to the Executive Director of the QPSi and Director of Operations and Strategy, as needed, including back-up management of the Executive Director’s calendar.
• Manage the calendars for shared spaces within the QPSi office suite.
• Provide administrative support requiring knowledge of the university and governmental processes.
• Assist in identifying areas for improvement and ensure alignment with organizational standards.

Meeting and Project Support

• Assist with setting up for group meetings, which includes arranging tables, setting up computers, configuring Zoom, and handling other necessary preparations. 
• Coordinate catering and lunch orders for meetings.
• Assist with documenting meeting notes in central filing location (e.g., SharePoint, OneNote, Smartsheet), adhering to and improving the organizational requirements of the electronic filing system.
• Assist with meeting preparation needs such as polling for attendance prior to meetings and assisting meeting leader with agenda and meeting material preparation and distribution.
• Transfer action items from meetings into project management tracking system and follow-up with owners of tasks to assist with administrative tasks, as needed.
• Implement action items to assist with meeting deadlines of projects as assigned by AI/QI program leads and the Senior Clinical Project Manager. 
• Manage intra- and inter-team communications for project progress.

Office Suite Reception, Maintenance and Supplies

• Manage and review all incoming communications for the Quality and Patient Safety Initiative (QPSi), including phone calls, emails, and written correspondence. Collaborate with stakeholders across the College of Medicine, Health Science Center, UF Health, and other University of Florida contacts to gather essential information for timely and appropriate responses.
• Provide a high level of customer service by greeting and assisting visitors.
• Monitor visitor access to ensure security protocols are followed. This includes use of the parking passport program.
• Maintain the cleanliness and organization of the office suite.
• Manage procurement and inventory of office supplies for Department of Quality and Patient Safety initiative (QPSi) staff.
• Maintain kitchen and copier supplies, as well as copier maintenance records & scheduling.
• Coordinate work order/requests for housekeeping/maintenance requests. Ensure items are completed in a timely manner and records are maintained.

About COM's Quality and Patient Safety Initiative (QPSi):

The UF College of Medicine's Quality and Patient Safety Initiative (QPSi) is dedicated to enhancing patient care quality and safety through innovative research, education, and collaboration. This initiative focuses on implementing evidence-based practices, advancing patient safety initiatives, and fostering a culture of continuous improvement within the College of Medicine. 

QPSi's mission is to drive excellence in healthcare delivery by integrating clinical expertise, data-driven insights, and cutting-edge technology. The initiative engages healthcare professionals, students, and stakeholders in efforts to elevate patient care standards and outcomes. 

For more information about the Quality and Patient Safety Initiative, visit UF College of Medicine's QPSi. 

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 Packages (includes over 10 paid holidays, as well as paid family, sick and vacation leave) 
• Personal and P