Administrative Assistant | Business Office | Days

Monday through Friday 8:00am to 5:00pm

The Administrative Assistant provides high volume administrative support to the UF Health St. John’s leadership team. This position requires strong organizational and multi-tasking ability while ensuring confidentiality. This person must demonstrate excellent interpersonal skills; both written and verbal, time management, scheduling and solid Microsoft Office Skills. Must be self-motivated and should need minimal supervision. The Administrative Assistant completes various projects and tasks as assigned by department.

• Supports the Leadership Team in their duties as assigned including but not limited to, activities related to administration and the work being done in multiple areas. Creates, maintains, optimizes and supports complex, time sensitive reports.
• Coordinates the calendar and schedules by planning and scheduling meetings, conferences, teleconferences and travel. Coordinates catering for any events as needed. Ensures all needed meeting materials are arranged and prepared.
• Prepares and submits agenda drafts to Leadership Team for all meetings. Records and prepares minutes of meetings. Maintains records of bylaw revisions, deletions, additions for all corporations. Monitors attendance of committee members and meeting participants.
• Answers and manages incoming calls; interacts with internal and external clients; receives and interacts with incoming visitors. Conserves the Leadership Team's time by reading, researching and routing correspondence; drafting letters, emails, and documents; collecting and analyzing information and initiating telecommunications.
• Tracks and maintains project timelines, data and activities.
• Accurately performs analytical work as necessary to answer question and/or research issues.
• Acts as a point of contact between Leadership Team Members and internal/external customers.
• All other duties assigned by department.

Education / Training

• High School Diploma/Equivalent

Preferences:

One year of college with emphasis on English and Composition.

Experience Requirements

• 1-year Clerical or Administrative experience

Preferences:

Administrative secretarial background in hospital environment.

Skills and Abilities:

Speak and write clearly and accurately. Excellent listening skills required. Change work frequently; for example, typing, answering phone, research and troubleshooting abilities. Must be detail-oriented with strong organizational skills and ability to summarize.