Administrative Assistant III

University Of Florida; Gainesville (FL); On-site; USD 42,000 - 67,000; Full time

Job summary

The University of Florida is seeking an administrative support specialist for the Department of Urology. The role coordinates for clinical attending faculty, research faculty, and VA/Adjunct faculty, handling calendars, meetings, research materials, and correspondence to support clinical and research missions.

Responsibilities include credentialing support, grant submissions coordination, CME material preparation, travel reimbursements, and maintaining records and filing systems to aid

Qualifications

• High school diploma or equivalent and seven years of relevant experience.
• Appropriate college coursework or vocational/technical training may substitute for experience.
• Proficient with WordPress and Adobe Photoshop a plus.
• Familiar with social media and email marketing.

Responsibilities

• Provides administrative support to clinical and research faculty, and VA/Adjunct faculty.
• Manages phone calls, mail, calendars, meetings, and schedules for attending commitments.
• Coordinates grants, CME materials, and prepares reports for departmental discussions.
• Maintains filing systems, prepares travel authorizations, and processes reimbursements.
• Supports credentialing for new and renewing faculty and liaises with UF Health and VA.

Skills

Social media

Email marketing

Education

High school diploma or equivalent

Tools

WordPress

Adobe Photoshop

Job description

Job no: 541464
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department: 29340000 - MD-UROLOGY

Classification Title:

High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Job Description:

This position is responsible for providing administrative support and coordination for multiple clinical attending faculty physicians for the Department of Urology and research faculty. Incumbent will work with faculty and staff acting under minimal supervision, anticipating management or unit needs, proactively solving problems and/or independently handling issues.

Duties include:

Provides administrative support to assigned clinical and research faculty members, as well as VA courtesy faculty, Adjunct faculty, and Clinical Fellows. Answers main line phone calls, distributes high bulk of the incoming faxes, handles the collection and distribution of incoming and outgoing mail, handles faculty calendars, arranges meetings and prepares schedules for clinical attending commitments, maintains administrative records, edits faculty presentations, coordinates projects and meetings. Collects information, conducts research, and prepares materials for use in departmental discussions/meetings and for decision-making purposes.

Position requires the interpretation and utilization of knowledge concerning various policies and procedures of the department, university, committees and associations, assist with calls for Department of Urology faculty by providing information without the assistance of faculty, this includes placing calls for faculty. Provide telephone backup for incoming department calls which requires thorough working knowledge of the department, Urology clinic and the university. Maintains and organizes filing system, prepare travel authorization and reimbursement documents, draft correspondence and reports, PCard, maintain office supply inventory, order lab supplies as needed, submit expense requisitions. Work closely with other staff on various projects. Coordination of incoming/outgoing correspondence for clinical faculty. This involves careful review and action on correspondence, general as well as confidential, assure thorough knowledge in order to obtain, compile and analyze pertinent information and data to provide the faculty with background information. Independently route copies of relevant correspondence to other personnel as appropriate. Responsible for obtaining faculty approval and signature on various documents and correspondence.

Assist faculty with preparation of grant applications to a broad range of sponsors, i.e., government, private foundations, industry, etc. Prepare and process internal pre-award forms and documents. Work closely with the department administration to coordinate grant submissions. Serve as Human Subject Payments Custodian in the Department. Assist with the development of Continuing Medical Education (CME) courses, prepare a variety of reports and other material including monthly faculty PDA. Maintains current bio-sketches and curriculum vitae for clinical faculty, coordinate with department HR staff in an effort to support the faculty in the preparation of tenure and promotion.

Responsible for hospital credentialing for new faculty and reappointment of current faculty both at UF Health and at the VA. This involves obtaining the credentials packet and working with the administrative staff and the faculty members to ensure the packet is complete and ready to submit for committee review and approval.

Other duties as assigned.

Required Qualifications:

High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred:

Proficient with WordPress and Adobe Photoshop a plus. Familiar with social media and email marketing.

Health Assessment Required:

Health Assessment Required: No

Advertised: 23 Sep 2026 Eastern Daylight Time
Applications close: 09 Oct 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.