Administrative Assistant I

Classification Title: Administrative Assistant I Classification Minimum Requirements:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Job Description: Responsible for inputting data on donated bodies into a computer database.  Review paperwork to ensure receipt of all forms required (vital statics, death certificate, consent and/or dedication, burial transit permit, ashes requested, or permission to dispose) are delivered with donation.  Work with funeral director to obtain missing documents.  Record data on cadaver and next of kin into Excel for tracking of Donor Assistance Fund reimbursements for bodies received by the University of Florida (UF), the University of Miami (UM), and the University of Central Florida (UCF).

Act as office receptionist, greets and assists visitors.  Responsible for answering telephone, and providing information to donors, donor families, and funeral directors about the body donation procedures and policies.  Prepare correspondence for signature to mail donor information packets to prospective donors.  Meet prospective donors in UF Health waiting rooms and assist in filling in dedication form for donation.  Retrieve and sort mail.  Assist funeral directors with delivery of bodies by meeting them at loading dock and escorting to laboratory when laboratory technicians are not available.

Update database as cadavers are supplied to various programs.  Once cremation has occurred, prepare report for laboratory personnel for proper packaging of ashes to be returned or spread at sea.  Properly prepare cremains being returned via express mail and track through the United State Postal Service (USPS) website.  Update database when cremains are received.

Responsible for assisting faculty with providing plastinated specimens when needed.  Provides funeral home handling cremation of donor remains with the required burial transit permits.

Maintain files containing approximately 14,000 witnessed dedication forms of potential body donors.  Files include copies of death certificates, burial transit permits, next of kin information, and instructions for handling of the final disposition cremated remains and following Health Insurance Portability and Accountability Act (HIPAA) rules and regulations.

Receive and deposit checks using PeopleSoft.  Record deposits in Excel spread sheet check log.  Responsible for preparing purchase order requisitions utilizing PeopleSoft for laboratory supplies/office supplies for UF, UM, and UCF.

Responsible for maintaining confidential files on donated bodies.  Files include copies of death certificates, burial transit permits, next of kin information, and instructions for handling of the final disposition of cremated remains.

Prepare annual cadaver reports for Anatomical Board meeting.  Prepare specimen inventory reports as required by the Health Science Center (HSC) Specimen Task Force, utilizing Microsoft Access, retrieve data, print reports on specimen type, locations, and prepare correspondence to executive director signature.

Responsible for maintaining the anatomical specimen database, including tracking specimens provided to universities and institutions throughout the State of Florida.  Receive and record identifying data regarding specimen use, tracking of return, and cremation.  Prepare inventory reports as required by the HSC Task Force on Anatomical Specimens.  Compile inventory reports and prepare correspondence for annual inventory of specimens.  Mail specimen tags to users when specimens are acquired.  Work closely with the laboratory manager to ensure database is up to date.

Prepare correspondence acknowledging receipt of donated remains, potential donors, and cancellations for executive director’s signature.  Issue dedication cards for individuals registering for body donation and enter dedication form information into database.

Work closely with executive director, faculty members, and staff members to project a favorable image of the State of Florida’s body donation program.  Assist with various aspects of the daily operation of the Anatomical Board.

Responsible for retrieving, sorting, and distributing mail. Expected Salary:

$15.80 - 19.68 /hr

Required Qualifications:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred:

KNOWLEDGE
- Knowledge of and ability to use office support tools available on the desktop (e.g., word processing, e-mail, presentation software and spreadsheets)
- Knowledge of customer service concepts and techniques
- Knowledge of office administration activities
- Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
- Knowledge of methods and ability to grasp new concepts, acquire new ways of seeing things, and revise ways of thinking and behaving, with the understanding that this is an ongoing business necessity

SKILLS: -
- Understanding of effective communication concepts, tools and techniques  -
- Understanding of the necessity and value of accuracy and attention to detail
- Understanding of the necessity and value of teamwork

ABILITIES
- Ability to adapt to continually changing work environment needs
- Ability to communicate effectively
- Ability to deal with death and dying
- Ability to establish and maintain effective work environment/relationship
- Ability to maintain records
- ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
- Ability to plan, organize, and coordinate work assignments
- Ability to work effectively as part of a team

Special Instructions to Applicants:

Please upload the following - CV or Resume, Cover Letter and List of Professional References.

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

Health Assessment Required: No