Administrative Specialist I - Department of Pediatrics

University of Florida•Gainesville, FL

5d•$22 - $25•Onsite

About The Position

The Administrative Specialist I coordinates administrative, operational, and programmatic activities in support of an assigned division within the Department of Pediatrics and serves as an administrative resource for faculty, advanced practice providers, fellows, staff, and divisional leadership. This position independently coordinates daily office operations by establishing work priorities, managing communications, facilitating recruitment and onboarding activities, coordinating provider schedules, supporting fiscal and human resources processes, maintaining records and databases, and ensuring compliance with University and departmental policies and procedures. The incumbent exercises discretion in handling confidential information and serves as a liaison between the division, departmental functional teams, University departments, and external stakeholders to promote efficient and effective operations.

Requirements

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

Nice To Haves

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

Responsibilities

Provides administrative support for divisional operations and serves as an 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; and maintains confidential communications and documentation.
Coordinates administrative activities on behalf of divisional leadership, including scheduling, follow-up on action items, and preparation of materials for meetings, reports, and special projects.
Serves as a liaison between divisional leadership, faculty, staff, departmental functional teams, University departments, and external stakeholders while exercising sound judgment in prioritizing requests and ensuring the efficient operation of the Division.
Manages divisional communication through oversight of shared email inboxes, voicemail, correspondence, and routine inquiries, ensuring timely dissemination of information and appropriate routing of requests.
Coordinates divisional meetings and appointments, reserves conference rooms, develops reports, spreadsheets, and other administrative documents, and maintains divisional records, contact lists, distribution lists, and operational resources.
Supports daily office operations through coordination of mail distribution, document management, records retention, administrative workflows, and the safeguarding of confidential personnel, operational, and financial information.
Coordinates administrative activities supporting faculty, provider, and staff recruitment, including interview scheduling, candidate itineraries, travel arrangements, onboarding documentation, workspace preparation, information technology requests, and access credentials.
Assists with onboarding new employees by coordinating GatorOne cards, identification badges, keys, system access, and required onboarding documentation.
Serves as a divisional resource regarding onboarding procedures, payroll deadlines, leave reporting, and routine human resources processes.
Supports faculty affairs activities by assisting with annual evaluations, promotion and tenure documentation, credentialing, licensure renewals, educational programs, and maintaining confidential personnel records in accordance with University and departmental procedures.
Coordinates provider call schedules in collaboration with divisional leadership to ensure appropriate clinical coverage.
Develops, maintains, and updates provider call schedules within Epic On-Call and other designated scheduling systems, ensuring schedules accurately reflect clinical assignments and coverage requirements.
Communicates provider schedules and clinical coverage updates to faculty, staff, clinic managers, trainees, and other stakeholders in accordance with departmental procedures.
Assists in resolving routine scheduling conflicts and maintains accurate scheduling records to support continuity of clinical and educational operations.
Coordinates divisional travel activities and processes travel authorizations and expense reimbursements through UF GO in accordance with University policies and procedures.
Assists with purchasing and procurement activities by preparing UF Marketplace requisitions, ordering office and operational supplies, maintaining supply inventories, collecting supporting documentation for PCard reconciliation, organizing fiscal records, and tracking routine divisional expenditures.
Supports purchasing activities while ensuring compliance with University procurement and departmental fiscal procedures.
Serves as the liaison with Facilities Management, Information Technology Services, and other support units to coordinate maintenance requests, service tickets, office moves, workstation setup, key requests, access-related needs, and mail distribution.
Monitors the status of operational requests, maintains office equipment, supplies, and operational resources, and facilitates timely resolution of issues impacting divisional personnel and daily office operations.
Provides administrative support and cross-coverage for other divisions within the Department of Pediatrics as 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 administrative projects, supports process improvement efforts, and completes additional assignments as directed by the Division Administrator and/or Division Chief.