Job No: 537234
Work Type: Full Time
Location: Main
Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran’s Preference Eligible
Department:
27011300 – HA-ANATOMICAL BOARD
Job Description
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
Applications Close: 03 October 2025
To apply, visit https://explore.jobs.ufl.edu/en-us/job/537234
Our Commitment:
The University of
Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work in the U.S. The University of
Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to
a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit
Accessibility at UF.
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