Administrative Support AST II
Administrative Support AST II
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Job Description
Administrative Support AST II
High school diploma or equivalent and four years of relevant experience
Administrative Assistant II supports the daily fiscal operations of the Continuing Dental Education (CDE) department at the UF College of Dentistry. This role plays a critical part in the planning and delivery of over 100 continuing education courses each year. The successful candidate will be detailoriented organized and proactive and will take ownership of their responsibilities while learning and growing in a fastpaced customerfocused academic environment.
Fiscal Responsibilities
- Create requisitions through PeopleSoft
- Manage purchase orders and pcard verifications/reconciliations
- Process voucher invoices monthly transactions and refund checks
- Process additional state compensation and consultant fees/honoraria
- Prepare travel authorizations and expense reports
- Submit course budgets to the Division of Continuing Education (DOCE) to obtain program numbers
- Process and file speaker/sponsor agreements and related paperwork ensuring ADA CERP compliance
- Assist in invoicing and collecting payment for interns fellows and preceptors
- Communicate with sponsors and companies for product support and ordering
- Reconcile course revenue and assist with program closing procedures.
- Ensures accurate financial transactions and prevents budget overruns
Administrative Responsibilities
- Maintain the departmental course calendar and course files
- Schedule and confirm meeting rooms
- Communicate with speakers sponsors and support staff to ensure timely submission of all course materials (PowerPoints bios agendas supply lists etc.)
Course Production
- Assist with clinic and laboratory setup as needed
- Support course registration processes
- Attend and support outoftown courses when required
- Act as department administrator during online webinars
Other Duties
- Perform routine clerical tasks
- Troubleshoot and maintain office equipment (e.g. copier fax phones)
- Provide backup support for the office
Work Schedule & Supervision
- MondayFriday 8:00 AM5:00 PM
- Occasional weekends required on a rotating basis for course coverage (mostly FridaySunday)
- Some travel may be required for outoftown courses
- Supervision: Reports to the Assistant Director
up to $46000 annually; commensurate with education and experience
Benefits:
The University of Florida offers lowcost State Health plans a number of Dental plans to fit you and your familys needs and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life disability legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans investment accounts and a host of voluntary addons such as 457 deferred compensation and 403(b) plans.
UF provides a variety of leave programs including vacation sick leave 11 paid holidays personal leave days and family medical leave. TEAMS employees accrue approximately 22 vacation days annually 13 sick days annually and 4 personal leave days typically used during the holiday closing period (accruals based on fulltime employment). UF also provides you the flexibility to deal with lifes challenges by offering paid family leave eight full weeks of leave over a 24month period.
UF Employees are also eligible for the GatorPerks discount program which provides big savings at various businesses and retailers!
Explore UFs plethora of benefit options here: TEAMS Benefits
High school diploma or equivalent and four years of relevant experience
- Excellent verbal and written communication
- Strong problemsolving and organizational skills
- Proficiency in Microsoft Office (Outlook Word Excel PowerPoint) and Adobe Acrobat.
- Interpret and apply departmental and university policies/procedures
- Work independently and prioritize tasks with minimal supervision.
- Exercise sound judgment when interacting with professional and nonprofessional individuals
- Multitask and manage deadlines effectively
- Ability to become proficient in institutional systems and internetbased tools
- Understanding of confidentiality regulations regarding student records
In order to be considered you must upload your cover letter and resume.
This position is eligible for veterans preference. If you are claiming veterans preference please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veterans Preference Pagefor more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Employment Type
Full-Time
