Overview:
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.

Responsibilities:

• 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.
• Performs all other duties as assigned by management within job scope.

Qualifications:

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.
  Additional Information:
  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

• 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.
• Performs all other duties as assigned by management within job scope