| Job Description: |
The Administrative Specialist II serves as the direct administrative support for the Center for Health Minds and Practice (CHaMP) in Gainesville. CHaMP promotes wellness, employee engagement, and resilience among College of Medicine (Gainesville) and UF Health Shands employees through comprehensive mental/behavioral health programs designed to serve the unique needs of health care professionals and other employees. This is a highly professional position requiring daily contact with UF College of Medicine faculty, resident physicians, and staff, as well as UF Health clinicians and administrative/support staff.
Essential Functions:
- Serves as the primary point of contact for the center including guiding referrals to the appropriate services and scheduling clients’ appointments by phone, email or other scheduling system (e.g., Simple Practice).
- Manages the counselors’ calendars, proactively handling scheduling conflicts and optimizing the counselors’ time.
- Provides excellent customer service both answering the phone, emails, and greeting in-person visitors to the center.
- Maintains strict confidentiality in compliance with HIPAA. Liaises with other College of Medicine offices, such as Human Resources, Faculty Affairs, Wellness Programs, Graduate Medical Education, and the Employee Assistance Program, as needed.
- Manages the administration of the center including ordering supplies, maintaining equipment, and fiscal transactions.
- Coordinates travel for the counselors including booking flights, making hotel reservations, and registering for conferences in compliance with UF travel policies.
- Processes all expenditures/payments/reimbursements regarding expense accounts (i.e. travel, memberships, subscriptions, licensure requirements, etc.).
- Works with College of Medicine finance and administration to ensure compliance with state regulations and university policies and procedures.
- Develops, implements and documents administrative procedures for the center’s administration.
- Manages the organization of high-level meetings for the Center, creates presentations and other coordinates events that support the mission.
- Coordinates with College of Medicine Communications to develop promotional materials and other communications tools to develop awareness of the center and its services.
- Participates in staff meetings to discuss operations, staff issues and client satisfaction.
- Actively partners with leadership to ensure the maintenance the highest quality service and patient care and supporting an environment of continuous improvement.
- Serves as liaison between the Gainesville and Jacksonville CHaMP offices and helps ensure that best practices and lessons
About the College of Medicine:
The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing health care, the College of Medicine plays an impactful role in shaping the future of medicine.
For more information about the College of Medicine and its programs, visit College of Medicine.
We Offer Exceptional Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages with 10+ paid holidays, paid family, sick and vacation leave
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
Learn more about what we have to offer here!
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| Preferred Qualifications: |
- Experience working as an administrative assistant, preferably in an academic or health care setting.
- Ability to work independently.
- Strong customer service mind-set and high emotional intelligence
- Proficiency in Outlook, Word, Excel, Qualtrics (training available), and PowerPoint.
- Communicates effectively and tactfully, both verbally and in writing, with internal and external stakeholders.
- Ability to learn new concepts, processes, and tools applicable to the needs of the office.
- Possess an entrepreneurial mind-set, capable of solving problems and innovating with minimal supervision
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