Administrative Assistant II

Administrative Assistant II

Clinical Patient Centered:

• Serves as a day-to day point of contact for the office, addressing client and service inquiries via e-mail, mail, phone, and face-to-face (not primarily as a receptionist).
• Work with Cornerstone, Instinct and RIS/Merge Pacs as well as our client services team, to schedule patients as appropriate, place callbacks, produce and reconcile research balance transfer sheets, utilize DocuSign to sign consents, and create estimates for study patients.
• Oversees and updates patient referral lists, and manages data entry tasks for multiple studies taking place in the UF Veterinary Hospitals.
• Provides information on routine services and resolves queries related to standard policies or procedures of research in both the hospital and college.
• Assists with scheduling and requesting medical records for patient visits, and processes related reimbursements to patient clinical trials services.

Clinical Trials Office Administration:

• Coordinate bi-weekly meetings for staff and faculty, quarterly larger meetings with PI’s and the Associate Dean of Research
• Drafts routine documents, including correspondence, spreadsheets, and reports as it related to study start up and preparation.
• Maintains and organizes unit-specific files, for study and staff schedules.
• Manages office and study supplies inventory, handles purchases, or compiles data for larger procurement tasks. Also addresses equipment or facility concerns when they arise.
• Updates relevant websites (Clinical Studies external website and the Clinical Investigator Portal. Assists with registering Clinical Studies with the AVMA Veterinary Clinical Trials Registry.
• Assists the Clinical Research Coordinator and Principal Investigators in advertising and marketing tactics for patient recruitment through a variety of approaches approved by CVM Public Relations team.
• Assist with organizing or aiding events with the Clinical Studies Team and Referral Coordinators (such as Open House, Referring Veterinarians Day, Career Days).

Financial Administration:

• The role will be fiscal administrator, assist with Budgets justification, post award recovery, liaise with the hospital accounting staff for management of study budgets.
• Assists the Clinical Research Coordinator in fiscal operations by compiling data, processing fees or expenditures, and supporting budgeting or fiscal reporting activities. This includes monitoring workflows of finances to ensure timely processing of study invoicing activities.
• Reconcile P-Card purchases and Clinical Trials Revenue Fund, coordinating with assigned faculty and the research coordinator to ensure that all purchases are processed on the correct research or departmental account. Maintains required invoices for Pcard purchases ensuring that signature or email approvals are filed along with the purchasing documents.
• Liaise with the Clinical Trials Coordinator and Research/Finance Administration with the College to assist with the study start up process and pre and post-award management.
• Assist the Director for Clinical and Translation Science and Clinical Trials Coordinator with the annual budget preparation

Miscellaneous other duties as assigned

$20.00 - $22.00 / hour; commensurate with qualifications and experience

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

• Associate’s and or Bachelor’s degree preferred.
• The individual in the position must be task oriented; produce work that is accurate, thorough, and timely.
• Interface positively with department and other personnel; approach work responsibilities from a proactive, problem-solving perspective.
• Participate effectively and positively as a member of the Clinical Trials team; and be creative and adaptable as business procedures change and evolve.

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

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

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page  for more specific information.