Administrative Assistant II

Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description:

Administrative Support Duties

1. Develop and maintain understanding of the requirements and priorities unique to the Division of Endocrinology, Diabetes & Metabolism. Coordinate division activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University. Manage the flow of all information in and out of the office, both paper and electronic information. Independently manage projects for the Chief and Administrator to ensure that projects stay on schedule. Review all incoming correspondence, prioritizes, and delegates information to others as appropriate.
2. Maintain a professional environment for the Division of Endocrinology, Diabetes & Metabolism Chief’s office. Design and implement processes for the efficient functioning of the office. Coordinate and maintain calendar of the Chief and Administrator. Screen and prioritize requests for appointments.
3. Perform administrative duties, including meeting coordination and answering main telephone lines for the office of the Chief of the Division of Endocrinology, Diabetes & Metabolism and routes calls appropriately according to protocols provided by the Division Administrator.  Records detailed and accurate messages for Division Chief and Division Administrator, when unavailable to receive incoming calls.
4. Coordinates travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed.  Creates detailed itineraries for travel events with all relevant information and provides to faculty or staff prior to travel.  Collects and provides all travel receipts and information to the Division’s fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
5. Processes applications for society memberships, subscriptions, license renewals for faculty.  Processes purchasing requests, including required quotes, documentation, and researches items to be purchased if necessary.
6. Types confidential and routine correspondence, memorandums, protocols, letters, meeting minutes, and reports, from dictation or hand-written copy for the Division Chief and other Division members, as needed.  Uses correct formatting, spelling, and grammar for all correspondence.
7. Opens and sorts confidential and routine mail for the Division Chief and other faculty members as directed. Picks up and delivers materials or obtains signatures within the Health Science Center, VA Medical Center, and University of Florida main campus as requested.

Academic Support Duties

1. Maintain accurate and up to date CV’s for assigned faculty with attention to spelling, grammar, punctuation.
2. Obtain journal articles or other information from HSC Library and/or internet for assigned faculty as requested.
3. Assist assigned faculty in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, setting up conference space, communication with Fellowship and/or CME offices, and making copies of presentations.
4. Assist with updating division website to ensure faculty profiles and other items are current.

Divisional Administrative and Fiscal Support Duties

1. Establish and maintain filing systems.
2. Implement and maintain office systems.
3. Answer main telephone line for division - to include any clinical and provider-to-provider calls that may be routed to the administrative offices.
4. Order division office supplies.
5. Coordinate payment of Division invoices and bills.
6. Support monthly monitoring of fiscal transactions and ensuring Division accountability and compliance; researching payments/transaction made in error, or suspected, and taking appropriate actions to correct – when necessary.
7. Provides fiscal support to Division research teams on restricted accounts and projects.
8. Maintain P-Card expenses and reconciliation according to University policies and procedures. 
9. Assist other office staff with general office operations such as monitoring the office and phones, sorting mail, sending packages, and assisting faculty and staff as necessary. Constantly strives to represent the Division, Department and University in a positive and professional manner.

Other Duties as Assigned

Expected Salary:

$18.00 - $22.00/hr

Required Qualifications:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred:

Excellent interperson