Administrative Assistant III at InsideHigherEd

Administrative Assistant III

Job No: 537689
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department: 29050101 - MD-MEDICINE CHAIRMAN

Job Description


Classification Title:

Administrative Assistant III

Classification Minimum Requirements:

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

Job Description:

The Department of Medicine is seeking a highly organized professional with strong interpersonal skills. The incumbent will serve as the dedicated coordinator for department-wide recruitment efforts, travel arrangements, and related administrative processes, while also providing essential office support. Primary responsibilities include managing candidate recruitment logistics, processing travel authorizations and expense reports, and ensuring high-quality customer service via telephone and in-person interactions. The position reports to the Department Recruitment Manager and works collaboratively with faculty, staff, and external partners to support the division's growth and operational efficiency.

Essential Functions;

Faculty Recruitment and Candidate Management

Support the full-cycle recruitment process for faculty positions, including planning, advertising, screening, interviewing, and onboarding coordination.

Develop and implement recruitment plans with defined candidate profiles, timelines, and communication strategies in collaboration with department leadership.

Draft, edit, and proofread position descriptions and recruitment materials for use in advertisements, newsletters, directories, and web content.

Post job openings on approved online platforms, national meeting job boards, and academic journals to ensure broad outreach.

Assist in developing and distributing faculty recruitment marketing materials that promote departmental opportunities and institutional strengths.

Communicate directly with applicants regarding application status, interview logistics, and next steps in the recruitment process.

Participate in recruitment meetings to provide updates, maintain accurate candidate tracking logs, and ensure timely documentation of progress and outcomes.

Manage recruitment-related travel and hospitality expenses, ensuring compliance with university policies and budget guidelines.

Utilize UF GO to process travel authorizations, reimbursements, and related documentation.

Interview Coordination, Candidate Experience, and Search Committee Support

Coordinate and schedule interviews with faculty, leadership, and stakeholders, ensuring efficient and professional candidate experiences.

Conduct initial candidate screenings through CV review or preliminary phone interviews, based on established selection criteria.

Prepare and distribute detailed itineraries and visit packets for candidates, highlighting relevant institutional, clinical, and community information.

Serve as the primary point of contact for candidates during on-site visits, providing day-of support and logistical coordination.

Facilitate timely follow-up communication after interviews to address candidate questions and assess ongoing interest.

Provide administrative support for faculty search committees, including scheduling meetings, preparing agendas, distributing materials, documenting minutes, and tracking progress through the search process.

15% Analytics and Data Management

Conduct market research to assess recruitment trends and competitive factors in academic medicine.

Maintain accurate databases of candidate activity, recruitment outcomes, and search progress.

Prepare periodic reports summarizing recruitment effectiveness, outreach efforts, and market insights for departmental leadership.

Administrative and Communications Support

Maintain and update department faculty recruitment webpages, ensuring accuracy, consistency, and compliance with UF branding and accessibility standards.

Provide administrative support for departmental projects, meetings, and events related to recruitment and faculty affairs.

Assist in the development and maintenance of standard operating procedures and documentation for recruitment processes.

Expected Salary:

$23.08 - $24.04 hourly

Required Qualifications:

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

Preferred:

Bachelor's degree in business administration, communications, or a related field.

Experience with myUFL travel and expense modules, recruitment coordination, and website management tools.

Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and basic web content management systems.

Excellent verbal and written communication skills, with attention to detail and customer service orientation.

Knowledge of university policies, HIPAA regulations, and basic medical terminology.

Ability to work independently and collaboratively, with strong interpersonal skills for interacting with faculty, staff, candidates, and external vendors.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume."

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

Health Assessment Required:
No



Applications Close: 06 November 2025

To apply, visit https://explore.jobs.ufl.edu/en-us/job/537689

Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record 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.









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