Job no: 539780
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 29051900 - MD-HOSPITAL MEDICINE DIVISION
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:
Scheduling and Daily Operations
• Responsible for providing direct administrative support to the Division of Hospital Medicine’s Assistant Director.
• Reconcile and update the hospital medicine patient census as needed during the weekdays and/or weekends. Distributes appropriate patient panels to faculty members following the rules and guidelines set by the division. Communicates with nursing staff regarding attending assignment for each patient.
• Meeting setup including room reservation, sending calendar invites, taking attendance and ordering food.
• Provide admin assistance by creating presentation materials, agendas, transcribing minutes and utilizing Zoom.
• Keep an up to date record of faculty’s contact information on all frequently used systems.
• Maintain filing for documents and correspondence as directed by faculty or Assistant Director.
• Maintain divisional calendar for meetings and conferences and posts and distributes the calendar as needed.
• Ensure conference attendance lists are up to date and complete.
• Enter and track the progress of work orders.
• Maintain Division website and provide updates.
• Cross-train to provide coverage for all daily operations in the absence of a staff member.
• Provide oversight of student observers.
Fiscal Management
• Receive, verify, and process payment for all invoices associated with operations for the division. This includes, but is not limited to, recruitment, catering, dry cleaning, pagers, office supplies, and other operational expenses.
• Maintain office supply inventory and reorder as necessary.
Personnel Management
• Coordinate with physicians and administrative staff at the division and department level to facilitate interviews for candidates.
• Manage recruitment expenses for candidates, including but not limited to, transportation, lodging, and food.
Special Projects/Miscellaneous
• This position will be responsible for the development and implementation of special projects as needed.
• Complete other duties as assigned to ensure the efficient and effective operation of the division.Expected Salary:
$20.00 - $24.00/hour
Required Qualifications:
High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred:
Bachelor’s degree from an accredited four-year university or college. A high level of professionalism and acumen is also necessary for the individual to effectively make decisions, complete assignments of a moderately complex nature with minimal supervision, and set their own priorities. A strong understanding of basic computer operations and knowledge of Microsoft Office is requisite. An understanding of medical terminology is desirable as well.
Special Instructions to Applicants:
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No
Salary : $20 - $24
