Administrative Assistant II – Neurology

Classification

Title:

Administrative Assistant II

Job Description: The Administrative Assistant II serves as an assistant to the faculty of the Department of Neurology, College of Medicine. This is a highly professional position that requires the individual to perform a broad range of administrative duties, including scheduling and maintaining calendars, meetings, and travel itineraries; triaging a high volume of calls; coordinating visitors, including travel arrangements and itineraries;

assisting with confidential and routine correspondence, evaluations, reports, and emails; and regularly updating CVs and bibliographies. The individual in this role is expected to work with minimal supervision, be proactive in managing assignments and following guidelines, demonstrate strong attention to detail, communicate concisely when appropriate, and possess the ability to successfully manage competing and changing priorities. This role is ideal for candidates with administrative experience in an academic medical environment, providing support to physicians, faculty, or leadership, and with proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, and Publisher).
About This Role: This position provides administrative support to the division chief of the General/MS/Neuromuscular Division, faculty in the General/MS/Neuromuscular Division and various other faculty needed. Serves as the primary contact and liaison for the Division of Neuromuscular/General/MS Neurology Chief and faculty. Responsible for managing faculty and division calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments.

Schedule and organize monthly and other recurring faculty meetings. Coordinates meetings and events including location arrangements and creating and distributing invitations, related correspondence, agendas, and other related materials. Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff. Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules. Responsible for reviewing attending listings in Amion and Epic and clinic schedules each week to ensure accuracy with division and faculty calendars.

Responsible for ensuring master calendar is kept up to date with changes in schedule. Supports mobile clinic maintenance. Responsible for processing leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports and other paperwork as needed for the division chief and faculty. Work with clinic staff to close/reschedule clinics as needed. Coordinates travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies.

Collects and provides all travel receipts and information to department fiscal team for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources. Assists with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports. This includes proof reading, editing, copying, and record keeping. Compiles data and information from multiple sources to prepare reports.

Responsible for requesting business cards, lab coats, door tags, etc. Provides administrative support to Principal Investigators within division regarding lab set up, orders, etc. Liaison with UF Health Communications and department Communications Assistant to keep division website, and UF Health websites up to date, including faculty pages as they relate to the division. Coordinate with UF Health Communications regarding any marketing needs.

Division Administrative Support
Provides general office support including greeting walk-ins, tracking supply inventory and requesting replenishments as needed, covering main phone lines with administrative assistant team, picking up and distributing mail, maintaining division meeting room, and supporting other staff as needed. As part of the main phone line coverage and front desk coverage for the division, directs patient calls as needed to the Patient Access Center and works with faculty on direct peer to peer calls regarding patients.

Actively participates as a member of the administrative assistant team. Attends weekly administrative assistant team meetings and other related meetings. Provides primary back-up support to the Movement Division Administrative Assistant. Also provides support to other areas as needed. Rotates in providing MBI holiday coverage with administrative assistant team. Takes initiative to find ways to enhance the support provided to the division and actively collaborates with the administrative assistant team.

Works as a collaborative team member with department staff. Responsible for maintaining knowledge of policies and procedures related to the role. Proactively works with other areas in the department to navigate…