Administrative Assistant I - Pediatrics

Provide administrative support to the Director and Assistant Directors, and the PoRCH staff per leadership direction:

Coordinate calendars and appointments including accepting appointment, managing schedules, scheduling meetings, and related administrative tasks. Schedule meetings as requested, including coordination with all other parties. Coordinate and review calendar on regular basis to ensure no conflicts and manageable schedule. Safeguards schedule/time as instructed. Schedule on-going weekly, monthly, quarterly, bi-monthly and other meetings for the Directors with Principle Investigators and research teams, including individual supervision meetings, group meetings, budget meetings, and other meetings.

Coordinate reoccurring Meetings and Events, including All Staff, Teams, Governance, and others:

Create and circulate draft agendas, handle requests for additions to agendas, finalize and disseminate agendas, setup Zoom and advertise links and/or setting up and reserve meeting room space. Handle arrangements for special meeting guests or presentations. Provide support for meetings, conferences and summits as needed. Attend meetings as directed or necessary, take and post/disseminate meeting minutes. Manage follow-up items to ensure follow-through or moved to appropriate committee, meeting, department, etc. Also assists with scheduling special planning meetings and training sessions as needed.

Manage ordering and travel arrangements:

including bookings, Travel Requests and Expense Reports, including inputting travel authorizations and expense reports, reconciling travel receipts, and copying documentation. Serve as UFGo Delegate for Central PCard holder for the team. Accountable for PCard transactions processing in the PeopleSoft system. Monitors all PCard activity by pulling the PCard transactions report. Coordinates receipt of appropriate documentation for PCard charges with pertaining faculty and staff on a daily basis to ensure UF PCard deadlines are met.

Provide administrative assistance and support to other administrative support staff and for the PoRCH team, as needed. Updates electronic and paper communications for department as related to employment and fiscal policies and procedures, or as directed by leadership. Responsible for parcel and electronic fax distribution to appropriate team members. Serves as backup for purchasing and payables activities within the unit. Responsible for tracking of general onboarding tasks including trainings and access requests, as well as tracking of on-going training requirements for the team members and affiliates to meet research regulatory standards. Assists with managing on-site production and clean-up for events as necessary. Other duties and special projects as assigned.