7 days ago

Administrative Specialist II - Department of Pediatrics

Main Campus (GainesvilleMid · 2-5 years

What you'll do

Provides advanced administrative support for divisional operations and serves as a primary administrative resource for divisional leadership, faculty, staff, trainees, and stakeholders.
Coordinates schedules, meetings, conferences, and events; prepares agendas and meeting minutes; and manages travel arrangements and reimbursement processes.
Maintains confidential files and communications, assists with strategic initiatives and special projects, and coordinates administrative activities on behalf of divisional leadership.
Exercises independent judgment in prioritizing requests, resolving administrative issues, and facilitating communication between faculty, staff, departmental leadership, University departments, and external organizations.
Coordinates provider call schedules in collaboration with Division Chiefs and clinical leadership to ensure appropriate clinical coverage.
Develops, maintains, and updates provider call schedules within Epic On-Call and other scheduling systems, ensuring schedules accurately reflect clinical assignments and coverage needs.
Communicates provider schedules and clinical coverage updates to Division Administrators, Clinic Managers, centralized scheduling teams, and other stakeholders in accordance with departmental and institutional policies and procedures.
Identifies scheduling conflicts, coordinates schedule changes, and works collaboratively with leadership to maintain continuity of patient care and clinical operations.
Provides administrative support for external clinical contracts and applicable programs.
Coordinates the preparation, compilation, submission, and tracking of all quarterly, annual, and other required deliverables as outlined in contract requirements.
Works closely with the Medical Director(s), Division Administrator, faculty, and departmental staff to ensure all contractual obligations, reporting requirements, and deadlines are met.
Coordinates contract-related meetings, maintains required documentation, tracks program activities and milestones, prepares supporting reports, and serves as the primary administrative liaison between the division and internal and external stakeholders.

What they're looking for

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Nice to have

Administrative experience in a complex healthcare, academic, or higher education environment, with demonstrated experience in fiscal administration, human resources coordination, and proficiency with University of Florida administrative systems (e.g., UFGO, myUFL, UF Marketplace, and Epic) preferred.

Summarised by NextRaise from the employer’s description, which follows in full below.

Full description from employer

Classification Title:	Administrative Spec II
Classification Minimum Requirements	Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Job Description:	The Administrative Specialist II provides advanced administrative support within an assigned division in the Department of Pediatrics in support of clinical, research, and academic programs. This position independently manages a broad range of operational, fiscal, human resources, recruitment, and clinical support functions while establishing work priorities, coordinating daily administrative operations, and exercising considerable judgment and discretion in interpreting and applying University and departmental policies and procedures. The incumbent serves as a primary liaison between departmental leadership, faculty, staff, functional support teams, University departments, and external stakeholders to ensure efficient, compliant, and effective operations. The Administrative Specialist II provides comprehensive administrative support to all faculty and staff within the assigned division(s). About this Role: Administrative Coordination & Division Support Provides advanced administrative support for divisional operations and serves as a primary administrative resource for divisional leadership, faculty, staff, trainees, and stakeholders. Coordinates schedules, meetings, conferences, and events; prepares agendas and meeting minutes; and manages travel arrangements and reimbursement processes. Maintains confidential files and communications, assists with strategic initiatives and special projects, and coordinates administrative activities on behalf of divisional leadership. Exercises independent judgment in prioritizing requests, resolving administrative issues, and facilitating communication between faculty, staff, departmental leadership, University departments, and external organizations. Coordinates provider call schedules in collaboration with Division Chiefs and clinical leadership to ensure appropriate clinical coverage. Develops, maintains, and updates provider call schedules within Epic On-Call and other scheduling systems, ensuring schedules accurately reflect clinical assignments and coverage needs. Communicates provider schedules and clinical coverage updates to Division Administrators, Clinic Managers, centralized scheduling teams, and other stakeholders in accordance with departmental and institutional policies and procedures. Identifies scheduling conflicts, coordinates schedule changes, and works collaboratively with leadership to maintain continuity of patient care and clinical operations External Clinical Contract Administrative Support Provides administrative support for external clinical contracts and applicable programs. Coordinates the preparation, compilation, submission, and tracking of all quarterly, annual, and other required deliverables as outlined in contract requirements. Works closely with the Medical Director(s), Division Administrator, faculty, and departmental staff to ensure all contractual obligations, reporting requirements, and deadlines are met. Coordinates contract-related meetings, maintains required documentation, tracks program activities and milestones, prepares supporting reports, and serves as the primary administrative liaison between the division and internal and external stakeholders. Assists with monitoring contract compliance and supports implementation of program changes and reporting requirements throughout the contract period. Recruitment, Human Resources & Faculty Affairs Coordinates faculty, provider, and staff recruitment and onboarding activities, including interview scheduling, candidate itineraries, travel arrangements, onboarding documentation, workspace preparation, information technology requests, and access credentials. Serves as a departmental resource regarding hiring, onboarding, payroll deadlines, leave administration, PTO, FMLA, and other human resources processes. Enters faculty time, reviews payroll reporting for providers and staff, and supports faculty affairs activities including annual evaluations, promotion and tenure, credentialing, licensure renewals, and educational programs. Fiscal Administration & Procurement Coordinates divisional fiscal and purchasing activities in accordance with University and departmental policies. Utilizes UFGO to process travel requests, expense reimbursements, and user access requests. Serves as a PCard holder and/or reconciler by processing and reconciling transactions, submitting exemption requests, and ensuring compliance with purchasing requirements. Processes purchases through UF Marketplace; obtains quotes, purchase orders, verifies funding sources, submits invoices for payment, tracks operational expenses, orders office and operational supplies, and interprets University procurement, fiscal, and purchasing policies to ensure compliance. Cross-Divisional Administrative Support & Special Projects Provides advanced administrative support and cross-coverage for other divisions within the Department of Pediatrics assigned by the Division Administrator. Assists with workload redistribution during staffing shortages, employee leave, vacancies, and other operational needs to ensure continuity of departmental operations. Participates in departmental initiatives, performs complex administrative projects, supports process improvement efforts, and completes additional assignments as directed by the Division Administrator and/or Division Chief.
Expected Salary:	$55,000 - $58,000; commensurate with education and experience.
Required Qualifications:	Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications	Administrative experience in a complex healthcare, academic, or higher education environment, with demonstrated experience in fiscal administration, human resources coordination, and proficiency with University of Florida administrative systems (e.g., UFGO, myUFL, UF Marketplace, and Epic) preferred.
Special Instructions to Applicants:	In order to be considered, you must upload your cover letter and resume. This is a time-limited position. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:	No

Company

674

Main Campus (Gainesville

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