Administrative Support AST II – Neurology – Vascular Neurology

Classification

Title:

Administrative AST II

The Department of Neurology, Division of Neurovascular and Division of Aging, Behavioral, and Cognitive, is seeking a detail-oriented candidate for an Administrative Support Assistant II position to provide expert administrative support to the Division Chief, division faculty, and other division staff as needed. 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).

• Schedule and maintain calendars, meetings, and travel itineraries for the Division Chief, faculty, and staff.
• Triage a high volume of calls and coordinate visitors, including travel arrangements and itineraries.
• Assist with confidential and routine correspondence, evaluations, reports, and emails; regularly update CVs and bibliographies.
• Manage faculty and division calendars, determining priorities for all regularly‑scheduled and unique meetings and appointments.
• Schedule and organize monthly and other recurring faculty meetings.
• Coordinate meetings and events, including location arrangements, creating and distributing invitations, related correspondence, agendas, and other materials.
• Prepare agendas and compile minutes from monthly division meetings for distribution to faculty and staff.
• Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules.
• Review attending listings in Amion and Epic and clinic schedules weekly to ensure accuracy with division and faculty calendars.
• Maintain the master calendar and support mobile clinic maintenance.
• Process leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports, and other paperwork for the division chief and faculty.
• Work with clinic staff to close/reschedule clinics as needed.
• Coordinate travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies; collect and provide all travel receipts and information to the fiscal team for payment or reimbursement.
• Assist with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports; proofread, edit, copy, and keep records.
• Compile data and information from multiple sources to prepare reports.
• Request business cards, lab coats, door tags, etc.; provide administrative support to Principal Investigators within division regarding lab set up, orders, etc.
• Maintain the division website and UF Health websites, including faculty pages; coordinate with UF Health Communications for marketing needs.
• Provide general office support: greet walk‑ins, track and replenish supplies, cover main phone lines, pick up and distribute mail, maintain meeting rooms, and support other staff.
• Direct patient calls to the Patient Access Center and assist faculty with direct peer‑to‑peer patient calls.
• Participate as a member of the administrative assistant team, attending weekly team meetings, staff monthly town‑halls, and other related meetings.
• Provide primary back‑up support to the Neurocritical Care Administrative Assistant and other areas as needed.
• Provide MBI holiday coverage with the administrative assistant team.
• Initiate improvements to support the division and collaborate with the administrative assistant team.
• Maintain knowledge of policies and procedures related to the role; navigate questions and resolve complex issues with other departments.
• Serve as the building emergency contact for the Neurovascular academic office (1329 Building); coordinate emergency issues in collaboration with the 1329 Building Emergency Team.
• Assist recruitment, guest, and event support, including travel…