University of Florida Administrative Support Assistant II in Gainesville, Florida

Administrative Support Assistant II

Apply nowJob no:503279

Work type:Staff Full-Time

Location:Main Campus (Gainesville, FL)

Categories:Office/Clerical

Department:34010702 - DN-CONTINUING EDUCATION

Classification Title:

Administrative Support Assistant II

Job Description:

The College of Dentistry Office of Continuing Dental Education is recruiting for an Administrative Support Assistant II. Duties include a combination of fiscal and administrative responsibilities. This position is responsible for providing superior customer service and a problem-free participant experience from registration through course evaluation. Applicants must be able to interpret and apply policies and procedures established by the University of Florida, Continuing Dental Education office, and the Division of Distance and Continuing Education. In addition, applicants must be able to work independently to establish priorities and to exercise good judgment in dealing with others. The successful candidate will demonstrate excellent verbal and written communication skills. This person must have the ability to handle multiple tasks at the same time, have problem-solving skills and show initiative. The position requires a familiarity with rules pertaining to the confidentiality of financial records. Essential functions of this position are listed below.

50% Fiscal Responsibilities

  • Creating requisitions through PeopleSoft

  • Managing purchase orders

  • P-CARD verification and reconciliations

  • Processing voucher invoices and monthly transaction reconciling

  • Processing additional state compensation and consultant fees/honorarium

  • Creating travel authorizations and expense reports

  • Submitting course budgets to DOCE to obtain program number

  • Processing and filing speaker agreements and related paperwork

    • Including Scientific Evidence & Images form in compliance with ADA CERP Standard IX (19)
  • Processing and filing sponsor agreements and related paperwork

  • Processing staff appointments and appropriate HR paperwork

  • Processing registration deposits through the DOCE XMS registration system and PeopleSoft

  • Invoicing and collecting payment for interns/fellows/preceptors

  • Processing check refunds

    40% Administrative Responsibilities

  • Maintaining departmental course calendar by posting all collected paperwork, email, and other info to respective courses

  • Scheduling and confirming meeting rooms

  • Maintaining and ordering adequate stock of office supplies, and course related supplies

  • Supervising student assistant

  • Communicating with speakers/sponsors/support staff per scheduled deadlines to assure timely delivery of all course materials (i.e., PowerPoint handouts, biosketches, agendas, supply list, etc.)

  • Assisting with program closing procedures by reconciling revenue

  • Recording minutes for monthly CDE Team meetings and semi-annual CDE Advisory Board meetings

5% Course Production

  • Assists with clinic and lab set-up for courses as needed

  • Assists in setup and course registration. May be required to attend out-of-town courses

5% Other Duties

  • Handles routine clerical assignments as requested

  • Trains and schedules student assistants

  • Maintains and troubleshoots office equipment, (i.e., multi-function copy machine, fax, phones)

  • Provides back-up support for registrar

All employees of the Continuing Dental Education Office are required to work outside of normal hours on a rotating basis, particularly on weekends when courses are scheduled (majority of the courses are offered Fridays - Sundays).

Advertised Salary:

$12-14/hour commensurate with education/experience

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:

Dental experience &/or familiarity with dental terminology. Experience in the UF system and myUFL.

Excellent computer skills (i.e. Microsoft Office, Excel, Outlook, PowerPoint, Word – including mail merge.) Demonstrated proficiency in an office setting, i.e. phone, fax, multi-function copy machine, email. Able to lift heavy boxes and push heavy carts. Applicants must have ability to become proficient in using program specific computer software programs, i.e. XMS registration system, PeopleSoft, Payment Solutions, etc.

Successful candidate will be able to interpret and apply policies and procedures established by the University of Florida, Continuing Dental Education office, and the Division of Distance and Continuing Education. Must be able to work independently, to establish priorities; to exercise good judgment in dealing with individuals. Must have excellent verbal and written communication skills. Must have ability to handle multiple tasks at the same time, have problem-solving skills and show initiative. Must be familiar with rules pertaining to the confidentiality of financial records.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and list of references.

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

Health Assessment Required:No

Advertised:11 Aug 2017Eastern Daylight Time

Applications close:24 Aug 2017Eastern Daylight Time