University Of Florida
Job no: 538355
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Veteran's Preference Eligible, Legal/Audit Services/Compliance
Department: 27030000 - HA-SELF INSURANCE TRUST FUND
Classification Title:
Bachelor’s degree and three years of relevant experience; or a high school diploma or equivalent and seven years of relevant experience.
Job Description
TRANSCRIPTION AND/OR CREATION OF CONFIDENTIAL DOCUMENTS & MATERIALS: From dictation, original source documents, written drafts, and general instructions, prepare a variety of materials related to claim investigation, litigation defense, peer review, risk management/loss prevention, and other administrative functions, including correspondence, reports, meeting materials and minutes, and legal documents for administrative staff. All final drafts are free of error and created with attention to established deadlines. MAINTENANCE OF ADMINISTRATIVE FILES
Create, organize, and maintain a wide array of administrative files, including (but not limited to) claim files, litigation files, records of external correspondence and reports, and risk management/loss prevention files. Responsible for timely filing materials, as set forth in the current filing guidelines, and maintaining the accuracy and accessibility of files. CALENDAR & SCHEDULE MAINTENANCE
Maintain calendars, schedule appointments, arrange special meetings and conferences, arrange for space as required, and advise the supervisor and administrative staff of any potential or actual scheduling conflicts. OTHER ADMINISTRATIVE AND OPERATIONAL FUNCTIONS
Facilitate the functioning and operation of the program by performing reception duties, answering and screening incoming telephone calls, providing general information to inquiries, promptly delivering accurate telephone messages, screening and distributing incoming mail and faxes, processing outgoing mail and faxes, coordinating hand-deliveries and pick‑ups, coordinating medical record requests, collating medical records, making photocopies, shredding confidential documents, and other duties as required. Share these duties with other University Support Personnel System (USPS) and Other Personnel Services (OPS) staff members. DATABASE DATA ENTRY
Accurately enter data into multiple specialized databases. Includes data received via forms, transcripts, hand‑written notes, verbal instruction, computer‑generated reports, and other forms of communication. ADMINISTRATIVE & OPERATIONAL FILE & FORM TRACKING
Aid in processing and tracking a variety of internal forms and documents. Assist with maintaining data integrity within the specialized databases by checking forms and documents for accuracy. Comply with established policies and procedures to facilitate the continual effectiveness and efficiency of operations. Commensurate with education and experience. Required Qualifications
Bachelor’s degree and three years of relevant experience; or a high school diploma or equivalent and seven years of relevant experience. Preferred
EDUCATION & TRAINING: None noted EXPERIENCE: Considerable experience providing secretarial, clerical, and administrative support KNOWLEDGE: Computer knowledge SKILLS
Exceptional verbal and written communication skills Skill in managing multiple deadlines Skill in exercising discretion in the resolution of complex issues ABILITIES
Ability to type Ability to understand and follow written and oral directions Ability to assume responsibility for multiple time‑sensitive projects Ability to assess needs and prioritize Ability to function at a highly professional level Ability to maintain integrity of highly confidential information OTHER QUALIFICATIONS
Detail oriented Accurate Flexible Self‑motivated Current commission or eligibility for commission as a Notary Public in the State of Florida 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. 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. Health Assessment Required
No. Advertised: 08 Jan 2026 Eastern Standard Time Applications close: 19 Jan 2026 Eastern Standard Time The University of Florida is an Equal Employment Opportunity Employer.
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TRANSCRIPTION AND/OR CREATION OF CONFIDENTIAL DOCUMENTS & MATERIALS: From dictation, original source documents, written drafts, and general instructions, prepare a variety of materials related to claim investigation, litigation defense, peer review, risk management/loss prevention, and other administrative functions, including correspondence, reports, meeting materials and minutes, and legal documents for administrative staff. All final drafts are free of error and created with attention to established deadlines. MAINTENANCE OF ADMINISTRATIVE FILES
Create, organize, and maintain a wide array of administrative files, including (but not limited to) claim files, litigation files, records of external correspondence and reports, and risk management/loss prevention files. Responsible for timely filing materials, as set forth in the current filing guidelines, and maintaining the accuracy and accessibility of files. CALENDAR & SCHEDULE MAINTENANCE
Maintain calendars, schedule appointments, arrange special meetings and conferences, arrange for space as required, and advise the supervisor and administrative staff of any potential or actual scheduling conflicts. OTHER ADMINISTRATIVE AND OPERATIONAL FUNCTIONS
Facilitate the functioning and operation of the program by performing reception duties, answering and screening incoming telephone calls, providing general information to inquiries, promptly delivering accurate telephone messages, screening and distributing incoming mail and faxes, processing outgoing mail and faxes, coordinating hand-deliveries and pick‑ups, coordinating medical record requests, collating medical records, making photocopies, shredding confidential documents, and other duties as required. Share these duties with other University Support Personnel System (USPS) and Other Personnel Services (OPS) staff members. DATABASE DATA ENTRY
Accurately enter data into multiple specialized databases. Includes data received via forms, transcripts, hand‑written notes, verbal instruction, computer‑generated reports, and other forms of communication. ADMINISTRATIVE & OPERATIONAL FILE & FORM TRACKING
Aid in processing and tracking a variety of internal forms and documents. Assist with maintaining data integrity within the specialized databases by checking forms and documents for accuracy. Comply with established policies and procedures to facilitate the continual effectiveness and efficiency of operations. Commensurate with education and experience. Required Qualifications
Bachelor’s degree and three years of relevant experience; or a high school diploma or equivalent and seven years of relevant experience. Preferred
EDUCATION & TRAINING: None noted EXPERIENCE: Considerable experience providing secretarial, clerical, and administrative support KNOWLEDGE: Computer knowledge SKILLS
Exceptional verbal and written communication skills Skill in managing multiple deadlines Skill in exercising discretion in the resolution of complex issues ABILITIES
Ability to type Ability to understand and follow written and oral directions Ability to assume responsibility for multiple time‑sensitive projects Ability to assess needs and prioritize Ability to function at a highly professional level Ability to maintain integrity of highly confidential information OTHER QUALIFICATIONS
Detail oriented Accurate Flexible Self‑motivated Current commission or eligibility for commission as a Notary Public in the State of Florida 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. 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. Health Assessment Required
No. Advertised: 08 Jan 2026 Eastern Standard Time Applications close: 19 Jan 2026 Eastern Standard Time The University of Florida is an Equal Employment Opportunity Employer.
#J-18808-Ljbffr