Administrative Assistant II

The Opportunity:

The Administrative Assistant II provides comprehensive administrative and office management support to the Graduate Medical Education (GME) department, ensuring smooth operations and assisting with various tasks related to meetings, events, faculty, and physician learners. This position also supports institutional accreditation processes and coordinates communication between GME leadership, external partners, and affiliated hospitals. This role is integral to maintaining efficient operations within the GME department, ensuring compliance with institutional standards, and facilitating communication across stakeholders.

Responsibilities:

Office Management: 

• Serve as the first point of contact for program coordinators and physician learners, addressing inquiries on purchasing, travel, policies, and badge requests. 

• Order office supplies and equipment, assist with the planning, set and cleanup of meeting and events. 

• Manage room reservations through the Astra scheduling system for internal and external events, including meetings and testing sessions. 

• Handle filing, mail distribution, and intra-campus correspondence.

• Complete required trainings (FERPA, HIPAA, Code of Conduct) and ensure compliance with university policies.

Administrative Support: 

• Coordinate and schedule meetings for GME leadership. 

• Draft and send correspondence on behalf of GME leadership, including the DIO and Associate Director. 

• GME data retrieval, maintain and update GME databases and spreadsheets including resident counts, licensure, moonlighting approvals, and survey. 

• Update and verify consortium contact lists for distribution. 

• Assist with UCF faculty appointments using the COM Forms Management software.

• Coordinate and distribute graduation and completion certificates for physician learners.

• Prepare meeting minutes as requested and track GMEC attendance. 

• Provide support for program special events such as Match Day, Graduation Ceremonies, and Orientation.

• Prepare and process travel requisitions, payments, and purchases.

Accreditation and Compliance: 

• Support accreditation processes by preparing reports and resource documents, tracking APE submissions, and attending the annual ACGME conference.

• Update the ACGME ADS system and assist with monitoring ERAS as required.

Event Coordination:

• Assist in planning and organizing GME-sponsored events, such as graduation ceremonies, orientation sessions, and award ceremonies.

• Coordinate guest speakers, set up virtual meetings, and manage communications for GME events. 

• Work with COM IT and Operations to support local programs with in-training exams, laptops. etc.

 On-boarding and Expansion Support:

• Aid in on-boarding and off-boarding physician learners and staff, including potential travel to hospital sites.

• Support all aspects of consortium expansion to new hospitals. 

• Performs additional duties as assigned.

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:

• Experience supporting graduate, undergraduate, or continuing medical education programs within a higher education environment.

• Demonstrated proficiency in Microsoft Excel, with a solid working knowledge of the broader Microsoft Office Suite, including Word, Teams, and Outlook.

• Prior experience utilizing New Innovations software in a medical education or academic setting is highly desirable.

• Associate’s Degree preferred.

• Strong attention to detail, with a high degree of accuracy and well-developed organizational skills.

Special Instructions to the Applicants:

In addition to your application, please submit a resume and cover letter.

This position has the potential for a hybrid work schedule in accordance with University Policy EP-20-6.1. https://policies.ucf.edu/documents/3-012.pdf

This is an auxiliary-funded position. Employment is subject to availability of funding and may cease at the time funding for this employment is depleted.

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 click here.

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

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

UCF is proud to be a smoke-free campus and an E-Verify employer. 

If an accommodation due to a disability is needed to apply for this position, please call 407-823-1336 or email onac@ucf.edu.

For general application or posting questions, please email talent@ucf.edu.