University of Florida - Gainesville, FL

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This is a key position in the UF Shands Cancer Center and is responsible for a broad range of administrative and fiscal functions in support of the Deputy Director of Clinical Affairs, Deputy Director of Research, and Associate Director. The position must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues, and exercise independent and prudent judgment when completing assigned tasks and responsibilities. This is a highly visible position requiring frequent contact with the public; the university community, including members of College of Medicine leadership, faculty, and staff, University of Florida Physicians leadership, and Shands Healthcare leadership. The incumbent of this position will also be responsible for interfacing with University and Health Science Center business partners as well as representatives of community organizations and governmental agencies.

Essential Functions of the job:

Assist Deputy Directors and Associate Director with the overall management and operation of their offices by performing a variety of administrative and support duties that require an extensive working knowledge of the University of Florida and College of Medicine. Coordinate and foster relationships between the Deputy Directors and Associate Director, College of Medicine ( COM ), University of Florida Physicians, Shands Healthcare, UF Proton Therapy Institute and other University of Florida executive offices. Assist the Deputy Directors in their advisory, leadership, and governance relationships with a variety of community groups, physician practices, governmental agencies, University business partners, University affiliated organizations, other SUS universities, and other educational institutions. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the UF Shands Cancer Center and the services provided. Assist in preparation of reports and proposals as requested.

Responsible for accurately preparing correspondence, reports, and other documents for the Deputy Directors and Associate Director. Draft memos and other written materials. Gather information, analyze data and provide reports on a variety of subjects, as needed. Maintain confidentiality of sensitive information. Must be able to set priorities and meet deadlines. This individual must exhibit great flexibility and be able to handle a wide variety of tasks. As information exiting this office is addressed to a wide array of potential patient markets, clinicians, COM and Shands leadership, and other professionals in the University, state, and community, this person is responsible for making certain any written communications leaving this office are error-free and edited properly without supervision.

Responsible for the coordinating the schedules of the Deputy Directors and Associate Director. Maintain complex computerized calendaring system. Plan and coordinate travel for Deputy Directors and Associate Director, including reservations, itineraries, travel authorizations and travel expense reports. Schedule meetings and prepare minutes, as necessary.

Collaborate with other members of the administration to provide excellence in all endeavors. Answer phones and greet visitors, as necessary. Serve as backup to the Director’s Executive Secretary.
Serve as backup to the Administrative Coordinator. Other duties as assigned.

Minimum Requirements:
A high school diploma and seven years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute an equivalent rate for the required experience.

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