Administrative Spec II

University of Florida•Gainesville, FL

2d•$46,000 - $60,500

About The Position

The Administrative Specialist II role serves as a key operational partner within the Department of Medicine’s Division of Pulmonary, Critical Care, and Sleep Medicine, providing comprehensive administrative support to the Division Chief, Assistant Director, and divisional medical directors. This highly visible role ensures seamless coordination of divisional operations, including executive scheduling, event and meeting management, faculty promotion and tenure support, fiscal processing, purchasing, and travel administration. This position acts as a central hub for communication and workflow, maintaining strict confidentiality while managing sensitive information and supporting the daily needs of faculty, staff, and fellows. Excellence in customer service - in-person, over the phone, and through email – is essential, as the role frequently interacts with internal and external stakeholders. The ideal candidate is an adaptable self-starter with strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. A proactive approach to problem solving, sound judgment, and the ability to communicate clearly and professionally are critical to being successful in this position.

Requirements

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

Nice To Haves

Bachelor’s degree in an appropriate field.
4+ years’ experience in admin support, ideally in education, healthcare, or research settings.
Experience with program, meeting, or conference planning, including vendor and site selection, contracting, and budgeting.
Familiarity with database support and development.
Knowledge of University of Florida systems, procurement policies, and vendor management (preferred but not required).
Proven track record of professionalism, integrity, and sound judgment.
Resourcefulness in building and maintaining positive working relationships.
Commitment to excellent customer service and responsiveness.
Ability to apply Emotional Intelligence in diverse and collaborative team settings.
Strong technical skills with computer systems, mobile devices, and software, with the ability to diagnose and resolve basic issues.
Proficiency with Microsoft Office and office automation/remote support tools.
Excellent interpersonal and communication skills, with the ability to engage effectively with senior leaders, vendors, donors, and diverse stakeholders.
Demonstrated ability to work both independently and collaboratively, while managing multiple projects and deadlines in a fast-paced environment.
Skilled in strategic planning, decision-making, and problem-solving.

Responsibilities

Administrative support to the Division Chief, Assistant Director and Medical Directors
Develop and maintain understanding of the requirements and priorities unique to the Division of Pulmonary, Critical Care & Sleep Medicine and the Chief, Division Administrator and Medical Directors.
Coordinate their respective activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University.
Manage the flow of all information in and out of the office, both paper and electronic information.
Independently manage projects for those supported to ensure that projects stay on schedule.
Review all incoming correspondence, prioritizes, and delegates information to others as appropriate.
Maintain a professional environment for the Division of Pulmonary, Critical Care & Sleep Medicine Chief’s office.
Design and implement processes for the efficient functioning of the office.
Update and maintain office policies and procedures manual.
Coordinate and maintain calendar of those supported.
Screen and prioritize requests for appointments.
Maintains accurate daily electronic calendars for those supported, including administrative and academic appointment schedules as directed by assigned faculty or staff.
Schedules meetings as directed and notifies all appropriate personnel regarding faculty vacations and/or absences.
Coordinates travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed.
Creates detailed itineraries for travel events with all relevant information and provides to faculty or staff prior to travel.
Collects and provides all travel receipts and information to the Division’s fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
Processes applications for society memberships, subscriptions, license renewals for assigned faculty.
Processes purchasing requests, including required quotes, documentation, and researches items to be purchased if necessary.
Coordinates travel arrangements including but not limited to scheduling flights, making hotel reservations, escorting candidates around campus etc.
Creates detailed itineraries for prospective faculty candidate’s recruitment visit.
Obtains payments or reimbursements by collecting receipts or processing paperwork with appropriate divisional staff.
Serves as primary point of contact during recruitment visit scheduling and represents the division chief, assistant direct, and/or medical directors
Responsible for coordinating the Divisions annual Promotion & Tenure process on an annual basis.
Responsible for coordinating the Division mid-cycle process on an annual basis.
Responsible for coordinating the Divisions annual faculty evaluations.
Responsible for managing a Pcard and complying with all Department, Division, UF policies associated with a Pcard.
Other duties as assigned by the Division Chief or Assistant Director.
Prioritizes assignments and messages based on urgency or deadlines and works cooperatively with other Division, Department, and University staff to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance as established by the Division Administrator.
Serves as a liaison to multiple internal and external entities, including but not limited to: a. Departments in the College of Medicine b. Department of Medicine and its Divisions c. Department of Medicine Fellowship Office d. Division clinics e. VA Medical Center f. Referring physicians, patients, and patients’ families
Constantly strives to represent the Division, Department, and University in a positive and professional manner
Works closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs.
Provides direct back-up support when absences occur.
Adheres to all office policies, procedures, and protocols established by the Division.
Prescreening of all applicants for various positions within the division.
Lead on all major projects as they come up or are scheduled annually.
Establish and maintain filing system.
Answer main telephone line for division.