Classification Title:
Administrative Spec I
Job Description:
The Department of Health Outcomes & Biomedical Informatics in the College of Medicine at the University of Florida is seeking motivated individuals to apply for the position of Administrative Specialist I. This position oversees the administrative activities of a small office, including establishing and assigning priorities, developing processes and procedures, initiating and authorizing human resources or other office activities.
The Administrative Specialist I will work closely with the Associate Director of Administrative Services, Human Resource Generalist II and Human Resource Generalist I for the Department of Health Outcomes & Biomedical Informatics in the College of Medicine at the University of Florida. The primary role of this position is to provide daily administrative support to the overall department. Tasks include but are not limited to supporting development of faculty visits, asset management, office supplies / equipment order, assisting human resources team with variety of tasks, and operational tasks for the department. This position is also responsible for understanding college-wide compliance with federal, state, university, and sponsoring agency regulations, policies, and procedures.
Duties to Include:
Human Resources Support
Receives and processes new hire requests at the department level, submits HR paperwork to College of Medicine Human Resources using various software including Microsoft Office suite, DocuSign, and Adobe Acrobat.
Submits job postings for new hires within the department. Aids in hiring of OPS employees, graduate assistants, and volunteers.
Helps with the collection and organization of immigration materials for a busy department.
Corresponds with Resources Generalist I and Human Resources Generalist II for general human resources assistance while serving as a valuable member on the human resources team.
Departmental Support
Serves as the Faculty liaison for guest speakers and potential and incoming faculty candidates. Assists with the scheduling of travel, meetings and lodging for speakers / candidates visiting UF. Coordinates with Faculty to set up seminars by booking onsite meeting and presentation rooms. Assists with planning and schedules catering services for department events. Primary contact for the planning and execution of Grand Round seminars.
Provides administrative support for Associate Director and Director of Administrative Services ; serves as back up to Administrative Assistant II to the Department Chair.
Other Administrative
Placing office orders, procuring computing equipment. Answering and directing department phone lines. Submission of IT and facility requests, following up regularly to ensure request was fulfilled. Asset Management contact for all department assets.
Acts as backup to OPS Administrative Assistant for delivery of mail, receipt of packages, record keeping of parking passes, and general receptionist duties
Other duties and projects as assigned.
Expected Salary:
$20 – $23 hourly.
Minimum Requirements:
Bachelor’s degree; or an equivalent combination of education and relevant experience.
Preferred Qualifications:
Ability to collaborate and maintain strong working relationships with faculty and staff at multiple levels. Strong written and verbal communication.
Strong attention to detail.
Excellent organization skills.
Ability to work independently, solve problems, and prioritize work assignments.
Knowledge of university and state rules and regulations regarding human resources.
Proficiency with Word, Excel, and PowerPoint, Web navigation tools and programs, and general computer functioning.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter and resume.
The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran’s Preference Page for more specific information.
This is a time limited position.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
Advertised: 13 Sep 2023 Eastern Daylight Time
Applications close: 27 Sep 2023 Eastern Daylight Time