Administrative Assistant II-Peds Early Steps

University of Florida; Gainesville (FL); On-site; USD 26,000 - 32,000; Full time

Job summary

University of Florida in Jacksonville seeks an Administrative Assistant II to support the Northeastern Early Steps and Pediatric Hearing Programs. Responsibilities include front desk duties, patient check‑in, intake, scheduling, and referral processing to ensure smooth clinic operations.

The role emphasizes accurate recordkeeping, data entry into EPIC, and compliance with university and state requirements while maintaining strong customer service for families and providers.

Qualifications

• High school diploma or equivalent and four years of relevant experience.
• Associates degree and four years clerical/customer service experience preferred.
• Experience with electronic medical records and patient data is advantageous.

Responsibilities

• Front desk reception, patient intake, scheduling and registration.
• Greet families, manage check‑in, and route referrals to appropriate resources.
• Maintain accurate records and ensure compliance with requirements.

Skills

Customer service

Scheduling

Front desk

Data entry

Communication

Education

High school diploma

Associates degree

Tools

EPIC

Data System

Job description

Administrative Assistant II-Peds Early Steps

Job No: 541107

Work Type: Full Time

Location: Jacksonville Campus

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible, Health Care Administration/Support

Department: 30090000 - JX-PEDIATRICS-JACKSONVILLE

Job Description

The Administrative Assistant II serves as the first point of contact for patients, families, visitors, referral sources, and community providers interacting with the Northeastern Early Steps Program and Pediatric Hearing Program. This position provides in-person front desk reception, patient intake, scheduling, registration, referral processing, and administrative support. The incumbent greets and assists families, manages patient check‑in and registration activities, receives and distributes incoming documentation, and services as a liaison between patients, providers, and community providers. The Administrative Assistant II maintains accurate records and ensures compliance with applicable program, university, state, and federal requirements. Due to the direct patient and visitor interaction responsibilities, consistent on‑site presence is required to support daily clinic operations and customer service functions.

Patient Reception, Communication and Customer Service – Serves as a front desk representative for patients, families, visitors, referral sources, and providers. Greets visitors, assists with patient check‑in and registration, answers incoming phone calls, emails, and faxes; screens inquiries, provides program information, and directs individuals to appropriate resources.

Intake and Registration – Collects and verifies demographic, insurance, and referral information; obtains required documentation; enters data into the Early Steps Data System and EPIC; establishes new patient records; and ensures completeness and accuracy of intake information.

Scheduling and Coordination – coordinate appointments, evaluations, and follow‑up visits; communicates with families, providers, and program staff regarding scheduling needs; serves as a liaison between clients, clinicians, and community partners to facilitate timely access to services.

Documentation and Compliance – maintains accurate and confidential records; scans and uploads documentation; monitors required forms and consents; and ensures compliance with program, university, state, and federal requirements.

Referral Management – Answering and routing of calls, processing incoming referrals and maintaining relationships with referral sources and internal staff.

Expected Salary

$19.16 - $23.95 per hour depending on education and experience

Required Qualifications

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

Preferred

Associates degree and four years clerical/customer service experience preferred, ideally in a health care or education serving pediatrics population. Experience utilizing electronic medical records and database systems. Demonstrated customer service, communication, and organizational skills.

Health Assessment Required

Yes

Applications Close

02 September 2026

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

This position is eligible for Veteran's preference. If you are claiming Veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

University of Florida College of Medicine – Jacksonville: Visit this link to watch the video.

Degrees earned from an education institution outside of the United States are required to be evaluated by a professional credentialing service provider approved by the National Association of Credential Evaluation Services (NACES), which can be found at http://www.naces.org/.

This position is subject to a Level 2 Background Check.

The University of Florida is a public institution and subject to all requirements under the Florida Sunshine and Public Records laws. 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) or visit Accessibility at UF.

Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.