Overview
Administrative Assistant/Administrative Assistant Trainee 1/Trainee 2 Jobs in Buffalo, NY at Medicaid Inspector General, NYS Office of the
Administrative Assistant II supports the daily fiscal operations of the Continuing Dental Education (CDE) department at the UF College of Dentistry. This role plays a critical part in the planning and delivery of over 100 continuing education courses each year. The successful candidate will be detail-oriented, organized, and proactive, and will take ownership of their responsibilities while learning and growing in a fast-paced, customer-focused academic environment.
Fiscal Responsibilities
Create requisitions through PeopleSoft
Manage purchase orders and p-card verifications/reconciliations
Process voucher invoices, monthly transactions, and refund checks
Process additional state compensation and consultant fees/honoraria
Prepare travel authorizations and expense reports
Submit course budgets to the Division of Continuing Education (DOCE) to obtain program numbers
Process and file speaker/sponsor agreements and related paperwork, ensuring ADA CERP compliance
Assist in invoicing and collecting payment for interns, fellows, and preceptors
Communicate with sponsors and companies for product support and ordering
Reconcile course revenue and assist with program closing procedures.
Ensures accurate financial transactions and prevents budget overruns
Administrative Responsibilities
Maintain the departmental course calendar and course files
Schedule and confirm meeting rooms
Communicate with speakers, sponsors, and support staff to ensure timely submission of all course materials (PowerPoints, bios, agendas, supply lists, etc.)
Course Production
Assist with clinic and laboratory setup as needed
Support course registration processes
Attend and support out-of-town courses when required
Act as department administrator during online webinars
Other Duties
Perform routine clerical tasks
Troubleshoot and maintain office equipment (e.g., copier, fax, phones)
Provide back-up support for the office
Work Schedule & Supervision
Monday–Friday, 8:00 AM–5:00 PM
Occasional weekends required on a rotating basis for course coverage (mostly Friday–Sunday)
Some travel may be required for out-of-town courses
Supervision: Reports to the Assistant Director
Expected Salary:
up to $46,000 annually; commensurate with education and experience
Benefits:
The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various businesses and retailers!
Explore UF’s plethora of benefit options here: TEAMS Benefits
Required Qualifications:
High school diploma or equivalent and four years of relevant experience
Preferred:
Excellent verbal and written communication
Strong problem-solving and organizational skills
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
Interpret and apply departmental and university policies/procedures
Work independently and prioritize tasks with minimal supervision.
Exercise sound judgment when interacting with professional and non-professional individuals
Multitask and manage deadlines effectively
Ability to become proficient in institutional systems and internet-based tools
Understanding of confidentiality regulations regarding student records
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter and resume.
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.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
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Title: Administrative Assistant/Administrative Assistant Trainee 1/Trainee 2
Company: Medicaid Inspector General, NYS Office of the
Location: Buffalo, NY
