29050102 – MD-MED CENTRAL-HOUSESTAFF

Administrative Assistant I

The Department of Medicine, Internal Medicine Residency Training Program is seeking a full time Administrative Assistant I. This position contributes to the education mission of the Department of Medicine by providing academic support, customer service, coordinating travel, and handling division purchasing. The required skillset for this position includes communicating effectively (verbally and in writing) with a diverse group ranging from faculty to students. The ideal candidate should be dependable and detail-oriented, possess a professional telephone manner, have knowledge of Microsoft Office software and general office functions, and be accountable for their performance. The Administrative Assistant I position will report to the Program Administrator.

Essential Functions;

Customer Service
1. Answer the Department of Medicine’s Housestaff and Chairman’s office main phone number. Answer and redirect calls as needed.
2. Greets all residents professionally and cheerfully, handling their inquires or directing/escorting them to appropriate staff.

Travel Coordination
1. The Administrative Assistant I position is the contact person for travel requests, including Gatorade travel funding request submissions. Ensures all forms are complete and submitted promptly.
2. Coordinates travel arrangements including but not limited to scheduling flights, making hotel reservations, and registration for conferences as determined by approved Gatorade Travel Request.
3. Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork.
4. Tracks travel and payments.

Division Purchasing
1. Obtain vendor quotes, make purchases, ensure delivery, process invoices, and work with the Program Administrator to ensure invoices are paid from the correct accounts. All purchasing and accounts payable activities must comply with Department of Medicine and UF Purchasing policies.
2. Maintain P-Card expenses and reconciliation according to University policies and procedures.
3. Request electronic transactions between accounts (E to E transactions) when necessary to correct chartfield balances as determined by the Program Administrator. PeopleSoft system used.
4. Responsible for inventory management and ordering of Housestaff and Chairman’s office supplies.

Academic Support
1. Types correspondence and independently responds to correspondence not needing the personal attention of the Chief Residents, Program Administer, or Program Director.
2. Open and sort confidential and routine mail for the program as needed.
3. Sorts incoming faxes and mail and directs appropriately.
4. Scan, copy, and file resident program and personnel documents.
5. Assists with catering for residency program meetings, including but not limited to ordering, set-up, and clean-up.

Miscellaneous
1. Prioritizes assignments and messages based on urgency or deadlines and works cooperatively with other Division, Department, and University staff to ensure that all tasks are completed on time and meet or exceed the standards for quality and performance as established by the Program Administrator.
2. Adheres to all office policies, procedures, and protocols established by the Division.

$16.00 – $18.00 hourly

High school diploma or equivalent and one year of relevant experience.

Ability to communicate effectively (verbal/written) with diverse group from faculty to students.
Ability to assume responsibility and be counted on for professional performance.
Possess professional telephone manner.
Ability to use properly Microsoft Office software package

In order to be considered, you must upload your resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.