Administrative Assistant II

The Opportunity:

The UCF College of Medicine is seeking a highly organized and proactive Administrative Assistant to join the Department of Academic Affairs. This fast-paced role provides comprehensive administrative support to two academic assistant deans, the director of academic affairs, the assistant director of pre-clerkship education, and core medical education faculty. The ideal candidate will thrive in an autonomous work environment, demonstrate sound independent decision-making, and manage a wide range of complex administrative functions. This is an exciting opportunity to contribute to the success of academic programs in a collaborative and mission-driven academic medical setting.

Responsibilities:

• Provides high-level administrative support for senior academic faculty and staff. Completes the following complex administrative functions, including but not limited to: coordinating, managing, and scheduling department and individual meetings, independently prepares, drafts, and edits reports, presentations, meeting minutes, and correspondence/emails for distribution to faculty, staff, students, and outside vendors.

• Coordinates in planning virtual, on-site, and off-site faculty retreats. Serves as a liaison between academic staff and other departments or external partners. Responsible for handling sensitive and confidential information. Conducts research or analysis and provides recommendations for process improvements or purchases. Other duties as assigned including timely completion of required university and college trainings and updates.

• Coordinates in/out of state conference travel arrangements for clerkship faculty members, director of academic affairs, assistant director of pre-clerkship education, clerkship directors, and academic affairs staff members. Including submitting documentation for financial approval and grant-funded travel.

• Provides support for academic programs which will require independent on the spot decision making and problem solving. Duties include proctoring exams, providing assistance to students during clinical skills simulation sessions and exams.  

• Supports fiscal functions: Utilizes Workday to prepare department purchase requisitions. Specifically coordinates the ordering and purchasing of over 700 subject exams. Purchases software programs from outside vendors. Assists in project budget needs by tracking department expenses for each academic program. Develops collaborative relationships with the travel and procurement coordinators.

• Supports human resources functions by maintaining professional discretion related to faculty/staff/student records and other information. Tracks completion of performance reviews. Assists with training office manager. May direct the work and provide training to the office support assistant as needed.,

• Serves as a backup for the office support assistant and other administrative support professionals. Provides training regarding lower-level administrative functions, including directing calls, responding to inquiries, ordering supplies, and reserving rooms.

Department

Work Schedule

Type of Appointment

Expected Salary

Job Posting End Date

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.