Administrative Specialist II - Center for Health Minds and Practice (CHaMP)

University of Florida • Gainesville, FL

17h

About The Position

The Administrative Specialist II provides direct administrative support to the Center for Health Minds and Practice (CHaMP) in Gainesville. CHaMP promotes wellness, employee engagement, and resilience among College of Medicine and UF Health Shands employees through mental and behavioral health programs tailored to health care professionals and other employees. The position has daily contact with College of Medicine faculty, resident physicians, staff, and UF Health clinicians and administrative/support staff.

The role serves as the center’s primary point of contact, coordinates referrals and appointments, manages counselors’ calendars, and provides customer service to visitors and callers. It also supports center operations through purchasing, fiscal transactions, travel coordination, expense processing, procedure development, meeting and event coordination, and communications. The specialist maintains confidentiality in compliance with HIPAA and works with College of Medicine finance and administration to follow state regulations and university policies. The position partners with leadership and staff to support service quality, patient care, and continuous improvement, and helps connect the Gainesville and Jacksonville CHaMP offices.

Requirements

• Bachelor’s degree and three years of relevant experience, or an equivalent combination of education and experience.
• Ability to work independently.
• Strong customer service mindset and high emotional intelligence.
• Ability to communicate effectively and tactfully, verbally and in writing, with internal and external stakeholders.
• Ability to learn concepts, processes, and tools relevant to the office.
• Problem-solving and innovation skills, with an entrepreneurial mindset and ability to work with minimal supervision.
• Upload a cover letter and resume with the application.

Nice To Haves

• Experience as an administrative assistant, preferably in an academic or health care setting.
• Proficiency in Outlook, Word, Excel, Qualtrics (training available), and PowerPoint.

Responsibilities

• Serve as the center’s primary point of contact, guide referrals to appropriate services, and schedule clients’ appointments by phone, email, or a scheduling system such as Simple Practice.
• Manage counselors’ calendars, resolve scheduling conflicts proactively, and optimize counselors’ time.
• Provide customer service by answering phone calls and emails and greeting in-person visitors.
• Maintain strict confidentiality in compliance with HIPAA.
• Liaise as needed with College of Medicine offices, including Human Resources, Faculty Affairs, Wellness Programs, Graduate Medical Education, and the Employee Assistance Program.
• Manage center administration, including ordering supplies, maintaining equipment, and handling fiscal transactions.
• Coordinate counselors’ travel, including booking flights and hotels and registering for conferences in compliance with UF travel policies.
• Process expenditures, payments, and reimbursements for expense accounts, including travel, memberships, subscriptions, and licensure requirements.
• Work with College of Medicine finance and administration to ensure compliance with state regulations and university policies and procedures.
• Develop, implement, and document administrative procedures for the center.
• Organize high-level center meetings, create presentations, and coordinate events that support the center’s mission.
• Coordinate with College of Medicine Communications to develop promotional materials and other communications tools that raise awareness of the center and its services.
• Participate in staff meetings to discuss operations, staff issues, and client satisfaction.
• Partner with leadership to support high-quality service and patient care and a culture of continuous improvement.
• Serve as a liaison between the Gainesville and Jacksonville CHaMP offices and help ensure best practices and lessons are shared.

Benefits

• Low-cost state medical, dental, and vision insurance plans.
• Life and disability insurance.
• Retirement options.
• Paid time off, including 10 or more paid holidays and paid family, sick, and vacation leave.
• Personal and professional development opportunities, including UF Training & Organizational Development programs, leadership development, and LinkedIn Learning.
• Tuition assistance through the UF Employee Education Program.
• Public Service Loan Forgiveness (PSLF)-eligible employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level