Administrative Assistant II - School of Physician Assistant Studies

Classification Title:

Administrative Assistant II

Job Description:

The Administrative Assistant II provides comprehensive administrative and clerical support to the School of Physician Assistant Studies by assisting leadership, faculty, staff, and students with daily operational needs. The role serves as a primary point of contact for the school and supports a wide range of office functions, including coordination of schedules and meetings, records management, purchasing and travel processing, reimbursement and P-Card reconciliation, supports onboarding, off-boarding, and general office operations.

In addition, the position provides administrative support to the admissions process by assisting with application intake and tracking, interview logistics, and student matriculation activities in coordination with established guidelines. The role also supports small school events and projects by coordinating logistics, ordering supplies, and managing departmental promotional and event materials to ensure efficient program operations.

About This Role:

General Program Administration

• Provide routine administrative and clerical support to leadership and staff, including scheduling, calendar coordination, correspondence, and record maintenance.
• Serve as the primary point of contact for the School of Physician Assistant Studies, responding to and routing inquiries via phone, email, and in person.
• Process routine purchasing, travel requests, expense reimbursements, and P-Card transactions; order office and instructional supplies in accordance with university procedures.
• Maintain shared calendars, room reservations, listservs, and departmental directories; assist with dissemination of information and preparation of standard academic and administrative documents.
• Support departmental operations by coordinating onboarding/off-boarding logistics, submitting equipment and access requests, managing keys and fobs, handling mail and courier services, and providing backup administrative support.

Admissions Support

• Provide clerical and administrative support to the admissions team during the admissions cycle (May–November), including assisting with application intake and processing, completeness checks, applicant tracking, and standard communications under established guidelines.
• Support interview day logistics by preparing materials, coordinating schedules, and assisting with on-site activities.
• Assist with student matriculation processes by coordinating documentation and providing administrative support to ensure registration holds are resolved in coordination with appropriate offices.

School Projects and Events

• Provide administrative and logistical support for small school events, including ordering catering and supplies.
• Order, track, and organize departmental promotional items, gifts, and event materials.

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of community, the College of Medicine plays a pivotal role in 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:

$19.15 - $25.19 per hour

Required Qualifications:

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

Preferred:

The ideal candidate will possess:

• Experience using Microsoft Office, Google Workspace, and Windows-based applications.
• Ability to learn new systems, software, and web-based platforms.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple priorities, meet deadlines, and work with minimal supervision.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references.

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

Health Assessment Required:No