Administrative Assistant II

The Opportunity:

This position reports to the Chair of Medical Education and serves as the primary administrative support staff for the faculty in the Department of Medical Education in the following areas: performs administrative and clerical functions for department faculty in all their roles (teaching, research, and service), responds to inquiries regarding schedules, room and meeting coordination. Assists faculty in arranging travel payroll certification, purchasing requests, travel arrangements, meeting/event planning, filing, greeting visitors/students, and other administrative tasks.

Responsibilities:

Office Administration:

• Performs administrative and clerical functions for department faculty in all their roles (teaching, research, and service). 

• Respond to inquiries regarding scheduling, room booking, and meeting arrangements.  Assists with filing, greeting visitors and students, and other general administrative tasks.

• Assist faculty in arranging travel, including booking meeting registration, flights, accommodations, and transportation and ensure compliance with UCF policies and procedures.

• Liaise with the central procurement team.

• Assists with payroll processes, purchasing requests, meeting/event planning, and ensuring all logistical details are managed efficiently. 

• Assists with routine HR activities, new employee orientation, and maintaining personnel files.

• Facilitate the routing of HR documents/communications.

Financial:

• Process consulting services invoice payments, membership dues, conference registrations, FedEx Office Print and Ship, and travel reimbursements.

• Ensures payroll processes and reporting procedures are upheld; including time-reporting Workday Monitoring and tracking expenses transactions against the department budget.

Faculty Support: 

• Provide assistance and administrative support in faculty teaching and research-related activities, including grant preparation, reporting, participant recruitment, and stipend processes. 

• Interact with students seeking to meet with faculty and/or collaborate with faculty on projects. 

• Assist with logistics and procurement for all office supplies, book, electronics,  and other equipment for Medical Education Faculty and staff.

• Maintain a running CME balance log for faculty.

• Maintain committee schedules, meeting planning, agenda, and confirm appointments/meetings.

• Record and distribute meeting minutes.

Academic Support:

• Provide administrative support as needed to all Medical Education faculty, staff, postdocs, and graduate students.

• Offer clerical support utilizing word processing, databases, and spreadsheets.

• Coordinate meetings, and special events, and make arrangements for complex travel schedules.

• Assist with conference planning and execution.

OTHER DUTIES:

• Assist with administrative tasks related to departmental faculty grant activities and deliverables, such as event planning, hiring OPS staff, consulting agreements, and report preparation.

• Act as a department liaison to request IT and HR services.

• Answer and direct incoming phone calls, receive and distribute mail, and special projects as requested.

• Complete university training as directed by UCF policy. 

• Timely completion of university and college training and updates.

• Help manage records for the Chair of Medical Education’s filing system, ensuring proper placement, privacy, and security of documents within individual files.

• Review and distribute mail for the entire department, both incoming and outbound mail, review incoming correspondence, investigate subjects as needed, and compose appropriate responses.

• Acts as liaison to other departments.  

Minimum Qualifications:

High School Diploma or Equivalent and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information

Preferred Qualifications:

• Exceptional customer service and interpersonal abilities.

• Excellent written and oral communication skills.

• Ability to work collaboratively and develop effective relationships with key stakeholders.

• Excellent organization and multi-tasking skills with a high level of attention to detail; ability to work under pressure in a high-traffic environment with deadlines, goals, and time limitations.

• The ability to communicate effectively in a multi-lingual environment.

• Proficient in MS Office (Outlook, Excel, Word).

• Prior experience supporting faculty or travel and special event coordination.

Additional Application Materials Required:

In addition to the online application, candidate should upload a cover letter, and a current resume.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you’ll play an integral role at one of the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you’ll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and you’ll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program 
• Paid time off, including annual and sick time off and paid holidays
• Retirement savings options 
• Employee discounts, including tickets to many Orlando attractions 
• Education assistance 
• Flexible work environment 
• And more…For more benefits information, view the UCF Employee Benefits Guide.

Dive into our Total Rewards Calculator to discover the diverse selection available to you, giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

Unless explicitly stated on the job posting, it is UCF’s expectation that an employee of UCF will reside in Florida as of the date the employment begins.

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Veteran’s Preference:   

Preference will be given to eligible veterans and their eligible spouses in accordance with Chapter 295 of the Florida Statutes. Applicants claiming preference are responsible for providing required documentation by the closing date of the position. For more information on Veterans’ Preference, please visit http://hr.ucf.edu/files/VeteransPreference.pdf

Equal Employment Opportunity Statement:

The University of Central Florida is an Equal Opportunity/Affirmative Action Employer including Disabled/Vets.  Click on UCF's Equal Opportunity Statement to view the President’s Statement.

The UCF affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office of Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.

As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request. 

The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.