Administrative Assistant III - Quality & Patient Safety initiative

Classification Title:

Administrative Assistant III

Job Description:

The Administrative Assistant III is responsible for providing comprehensive clerical and administrative support to the Quality and Patient Safety initiative (QPSi) within the College of Medicine. The incumbent in this position plays a vital role in supporting the Administrative Specialist (AS) III, program leads, and QPSi team by executing a diverse range of clerical and administrative duties with professionalism, discretion, and independent judgment.

About This Role:

Administrative Support

• Provide administrative and calendar support to QPSi program leads.
• Support the program leads of the Artificial Intelligence for Quality Improvement (AI/QI) program to schedule project meetings, attend meetings as needed/coordinated with program leads, often navigating complex and conflicting schedules.
• Provide administrative support to the Executive Director of the QPSi and Director of Operations and Strategy, as needed, including back-up management of the Executive Director’s calendar.
• Manage the calendars for shared spaces within the QPSi office suite.
• Provide administrative support requiring knowledge of the university and governmental processes.
• Assist in identifying areas for improvement and ensure alignment with organizational standards.

Meeting and Project Support

• Assist with setting up group meetings, which includes arranging tables, setting up computers, configuring Zoom, and handling other necessary preparations.
• Coordinate catering and lunch orders for meetings.
• Assist with documenting meeting notes in central filing location (e.g., SharePoint, OneNote, Smartsheet), adhering to and improving the organizational requirements of the electronic filing system.
• Assist with meeting preparation needs such as polling for attendance prior to meetings and assisting meeting leader with agenda and meeting material preparation and distribution.
• Transfer action items from meetings into project management tracking system and follow-up with owners of tasks to assist with administrative tasks, as needed.
• Implement action items to assist with meeting deadlines of projects assigned by AI/QI program leads, the Senior Clinical Project Manager, and Project Manager II. Collect and analyze relevant information to support decision-making and ensure seamless coordination of next steps.
• Manage intra- and inter-team communications for project progress.
• Perform photocopying, scanning, and distribution tasks as needed.

Office Suite Reception, Maintenance and Supplies

• Manage and review all incoming communications for the Quality and Patient Safety Initiative (QPSi), including phone calls, emails, and written correspondence. Collaborate with stakeholders across the College of Medicine, Health Science Center, UF Health, and other University of Florida contacts to gather essential information for timely and appropriate responses.
• Provide a high level of customer service by greeting and assisting visitors.
• Monitor visitor access to ensure security protocols are followed. This includes use of the parking passport program.
• Maintain the cleanliness and organization of the office suite.
• Manage procurement and inventory of office supplies for Department of Quality and Patient Safety initiative (QPSi) staff.
• Maintain kitchen and copier supplies, as well as copier maintenance records & scheduling.
• Coordinate work order/requests for housekeeping/maintenance requests. Ensure items are completed in a timely manner and records are maintained.

Special Projects Assistance

• Support special projects undertaken by the Quality and Patient Safety initiative (QPSi).

About the College of Medicine:

The University of Florida’s College of Medicine advances health through education, research, and patient care, with a strong focus on innovation and excellence. It prepares future healthcare leaders through a rigorous curriculum that blends foundational sciences with hands-on clinical experience, while promoting interdisciplinary collaboration and community engagement. With cutting-edge research and state-of-the-art facilities, the college plays a vital role in improving healthcare outcomes and shaping the future of medicine.

For more information about the College of Medicine and its programs, visit College of Medicine.

We Offer Exceptional Benefits:

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

Expected Salary:

$52,000 - $62,000 annually

Required Qualifications:

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

Preferred:

The ideal candidate will possess:

• Demonstrated professionalism and discretion, with a strong understanding of the importance of maintaining confidentiality and handling sensitive information appropriately within the context of a high-level office and public-facing role.
• Excellent verbal and written communication skills, enabling effective conveyance of information in various contexts.
• Competence in operating telephones, personal computers, and standard software such as Microsoft Word, Excel, and PowerPoint, as well as proficiency in email and web browsing applications.
• Interest in learning new software platforms, such as Smartsheet.
• Ability to efficiently plan, organize, and coordinate work assignments.
• Proficiency in fundamental office practices, including file management systems and telephone etiquette.
• Knowledge of basic grammar rules, capitalization, and punctuation to ensure clear and professional written communication.
• Strong interpersonal skills, enabling the establishment and maintenance of effective working relationships with colleagues, superiors, and external contacts to foster a collaborative work environment.
• Capacity to accurately and promptly follow both verbal and written instructions, demonstrating flexibility and meticulous attention to detail.
• Proficiency in problem-solving techniques to address challenges effectively as they arise.

Special Instructions to Applicants:

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

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

Health Assessment Required:No