University of Florida - Details - Administrative Assistant I

Administrative Assistant I

Apply now Job no: 537245
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department:29051000 - MD-INTERNAL MEDICINE

Classification Title:	Administrative Assistant I
Classification Minimum Requirements:	High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Job Description:	The Department of Medicine, Division of General Internal Medicine is seeking a full time Administrative Assistant I. Encompassing 43 Faculty and 6 staff with over $14M in revenues. Under the direction of the Assistant Director, the Administrative Assistant is responsible for providing general and administrative support for faculty and staff in the Division of General Internal Medicine. The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors. The Administrative Support Assistant performs responsibilities by anticipating needs and proactively providing support. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position's job duties. Position reports to the Assistant Director. Essential Functions; General Administrative Support • Answer the Division of General Internal Medicine’s main phone number. Answer and redirect calls as needed • Assist with division purchasing by obtain vendor quotes, ensuring delivery. • Responsible for inventory management and ordering of the office supplies • Type routine correspondence, protocols, memorandums, letters or reports from dictation or handwritten copy using personal computer. Creates electronic files as directed by faculty. • Assist with management of division website and SharePoint portal • Process volunteer/observer paperwork • Distribute monthly quality dashboards • Send ambulatory open encounters and delinquent evaluation reminders to faculty weekly • Support fellowship educational activities and reporting Leave Process • Complete with the faculty leave process by scanning approved forms, updating the Division Leave Calendar in Outlook and entering all approved leave into the DoM Portal • Assist with annual leave form PDF updates and reconciliation • Assist with division call schedule entry and updates Calendar Management and meeting coordination • Send appropriate individual notification to faculty and staff when deadlines are coming up for trainings, effort, or other required activities that are tracked by UF. • Assist faculty and staff in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, notifying Fellowship offices, and producing presentations or making copies of presentation. • Update division meeting calendar to ensure up to date information and meeting topics Fiscal • Coordinates travel arrangements including but not limited to scheduling flights, making hotel reservations, registration for conferences as requested by faculty. • Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork with appropriate divisional staff. Additional duties as assigned
Expected Salary:	$16.00 - $17.00 Hourly
Required Qualifications:	High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Preferred:	• Bachelor’s degree • Ability to communicate effectively (verbal / written) • Ability to assume responsibility and be counted on for professional performance • Intermediate to advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint and Outlook) • Experience purchasing and reconciling payments • Prior health care experience
Special Instructions to Applicants:	In order to be considered, you must upload your resume. This requisition has been reposted. Previous applicants are still under consideration and need not apply. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:	No

Advertised: 01 Oct 2025 Eastern Daylight Time
Applications close: 08 Oct 2025 Eastern Daylight Time

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Position	Department	Location	Closes
Administrative Assistant I	29051000 - MD-INTERNAL MEDICINE	Main Campus (Gainesville, FL)	8 Oct 2025
The position is located in the Department of Medicine, Division of General Internal Medicine encompassing 43 Faculty and 6 staff with over $14M in revenues. Under the direction of the Assistant Director, the Administrative Assistant is responsible for providing general and administrative support for faculty and staff in the Division of General Internal Medicine. The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors. The Administrative Support Assistant performs responsibilities by anticipating needs and proactively providing support. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position's job duties. Position reports to the Assistant Director.