Administrative Assistant

Apply now Job no: 540642

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible, Dentistry

Department:  - DN-ORTHODONTICS ADMIN

Manages all aspects of the orthodontic graduate and internship programs, including recruitment, interview scheduling, orientation, curriculum enrollment, grading coordination, program scheduling, patient pool management, order processing, and administrative support functions across faculty and graduate students.

• Coordinate resident recruitment and schedule candidate interviews, including meal arrangements, itineraries, confirmations, and interview day support.
• Prepare orientation materials and deliver department information to incoming residents and interns.
• Maintain annual deadline schedules, core curriculum enrollment forms, grade posting, and final grade calculations for graduate students.
• Manage the graduate program schedule for seminars, clinics, clinical rotations, on‑call duties, case presentations, and part‑time faculty assignments.
• Coordinate daily appointments, tests, conferences, meetings, and room scheduling.
• Invite guest speakers, handle travel arrangements, hotel reservations, and related mailings.
• Solicit syllabi changes, procure required materials, compile and distribute didactic course material, and assist with Canvas courses.
• Create spreadsheets for graduate student evaluations and ensure faculty course evaluations are completed each semester.
• Maintain resident handbook, student files, and accreditation/site‑visit documentation.
• Manage resident patient pools to meet CODA requirements, process orders, and ensure accurate clinic documentation.
• Handle phone routing, mail distribution, and departmental function planning.
• Assist faculty with promotion and tenure preparation, CV updates, and departmental database upkeep.
• Process letters of recommendation, vendor requests, and maintain department equipment and supplies.
• Assist with travel, purchasing transactions, purchase orders, vendor reconciliations, and federal compliance.
• Process cash and in‑kind gift deposits and assist in fundraising communications.
• Perform human resource actions: complete volunteer forms, HR/IT access requests, and staff time approval backup.
• Maintain accurate financial records, prepare reports, and recommend operating policies.

• High school diploma or equivalent plus one year of relevant experience.
• Knowledge of UF rules and regulations regarding use of funds from various sources.
• Strong organizational and record‑keeping skills using computer systems such as People Soft and database programs.
• Ability to work independently and communicate effectively verbally and in writing.

• Experience managing graduate or internship programs in dentistry or related fields.
• Previous experience with grade coordination and academic scheduling.
• Knowledge of UF research lab billing and grant procurement.

This position is eligible for veteran’s preference. Veterans claiming preference must upload a copy of DD 214 Member Copy 4.

The University of Florida is an Equal Employment Opportunity Employer.

Health Assessment

Required:

Yes

This position is open to current UF employees only.

Salary: $19.25 - $21.00