The College of Medicine, Office of Finance & Administration, is committed to providing support of the administrative & academic functions as part of the Dean’s Office. We are seeking candidates for a Principal Assistant position that will report to the Assistant Director of Operations. In this role, you will manage support services and a variety of administrative duties for the College of Medicine Chief Finance Officer (CFO) and Chief Operating Officer (COO). This is a highly visible and professional position involving daily contact with the public, faculty, university community and governmental agencies. You will have the opportunity to perform a broad range of administrative duties in support of the CFO and COO and coordinate the administrative tasks related to the College of Medicine Finance and Administration office (COMFA).

More About This Role

• Administrative Support: The primary responsibility of this position is to provide administrative support to the CFO and COO. Comprehensive knowledge of the policies and procedures of the University of Florida, College of Medicine, Health Science Center, and UF Health will be essential for this role. Coordinate activities with offices throughout the College of Medicine to implement the financial and operational initiatives of COMFA. Assist the CFO and COO in coordinating activities and working with a variety of groups, governmental agencies, university affiliated organizations, UF Health leadership, UF leadership, UF Board of Trustees, Florida Board of Governors, and other educational institutions. This requires a working knowledge of these organizations and the respective functions and interactions on behalf of the CFO and COO.

• Calendar Management and Meeting/Event/Travel Coordination: Manage the calendar and all events for the CFO and COO. This involves scheduling, coordinating, and arranging a variety of meetings, seminars, conferences, events, and retreats for COMFA, including assisting other Finance and Administration leaders when needed. Maintain back-up material to provide daily basis with the schedule. Provide administrative assistance at various meetings led by the CFO or COO, which includes planning the event, scheduling the venue, coordinating catering for the event, reviewing event vendor contracts, and overseeing all details associated with the event. Responsible for arranging/setting-up meeting rooms, catering and clean-up following meetings. Facilitates the arranging and scheduling of ongoing committee meetings, as well as routine meetings with department chairs, administrative personnel and program directors. Greets appointments and visitors to the COMFA office. Coordinate travel for the CFO and COO, which includes preparing itineraries (flights, confirmation numbers, directions, etc.), travel authorization requests, and travel reimbursement requests. Reviews all travel authorizations and expense reports to ensure documents are accurate, appropriate, and processed timely.

• Maintain Professional Office Environment: This includes opening and closing procedures for the front office. Recommend policy changes and implement new procedures to ensure the efficient functioning of the office. Coordinate conference room scheduling. Triage requests for equipment repairs and maintenance of phones, copiers and facilities. Order and maintain office supplies for the COMFA office and our employees. Provide insight to yearly administrative budget preparation and makes recommendations as needed for equipment and supply purchases.

• Manage Written Communications: Receive, review, and manage all incoming written communications for the CFO and COO received via telephone, email, or written correspondence and work with College of Medicine, Health Science Center, UF Health, and UF contacts to collect the necessary information to support and assist with response. Appropriately refer matters that should be handled by other individuals or offices. Compose and prepare responses for a variety of confidential and sensitive inquiries. As the first point of contact for the CFO and COO, provide a high level of customer service to visitors arriving for appointments at COMFA or seeking assistance from the CFO or COO. Provide responses to telephone requests some of which are detailed and/or confidential not requiring the direct involvement of the CFO or COO.

• Coordinate and Input Various Yearly Reports: Including the UF Building Emergency Coordinator Review and the UF Space Allocation Review.

• Assist with Projects: Provide support by assisting with assigned projects by researching, gathering information, and preparing data/reports as needed by various groups within DOFA.

The City of Gainesville

Gainesville is a vibrant city with a low cost of living, diverse population, excellent public schools, Division I NCAA sports, and no state income tax. The area is known for its nature parks, bike trails, sporting events, museums, mild winters, and warm summers. Being centrally located makes Gainesville easily situated for day trip to beautiful beaches along the Atlantic Ocean and Gulf of Mexico, and to theme parks including Disney World, and other cities include Orlando, Jacksonville, and Tampa. Learn more about what Gainesville has to offer at Visit Gainesville.

Our Commitment

The University of Florida College of Medicine is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information, and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

$50,000 to $59,000; commensurate with education and experience.

This position eligible for great benefits, including health, dental, and vision insurance plans, retirement plans, and paid time off.

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

• Knowledge of appropriate state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations.
• Experience working as an administrative assistant to a senior management level position, preferably in an academic office.
• Knowledge of Microsoft Office and PeopleSoft software helpful.
• Knowledge of the methods of data collection.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively, both verbally and in writing.

To apply, please complete the online application at jobs.ufl.edu and attach a letter indicating your interest, resume, and a list of at least three professional references.

If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

This is a time limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.