Administrative Specialist II - Department of Surgery

University of Florida • Gainesville, FL

1d • $60,000 - $66,000

About The Position

The University of Florida, Transplant Center within the College of Medicine is
seeking well qualified applicants for an open Administrative Specialist II
position. This position is responsible for coordinating the administrative
activities for the Division of Transplantation and Hepatobiliary Surgery and the
Chief and Director of the Abdominal Transplant Center. This position will serve
as the administrative contact for all faculty members within the surgical
division in the Transplant Center.

This position will assist in creating and overseeing the budget for all expenses
for the surgical division. This position will also be responsible for paying all
division expenditures including travel. This position also acts as a liaison
between the surgical division of the Transplant Center, the Department of
Surgery administrative team, and the College of Medicine administration and
faculty.

This position is responsible for ensuring attending physicians’ licenses are
renewed and up to date, including assisting with any necessary documentation
needed.

This position is responsible for working in collaboration with the
administration on the UF Health Shands Transplant team which includes assisting
with coordinating meetings, working directly with the financial designee in
relation to organ procurement and billing and being a liaison and point of
contact for any other matters that are related to transplant surgery. This
position fulfills all the core duties assigned to Administrative Specialists II
in the Department of Surgery.

This position primarily reports to the Assistant Director, Administration, but
has a dotted-line reporting relationship to the division chief and center
director.

Requirements

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

Nice To Haves

• Ability to represent the Division, make decisions and judgments when necessary.
• Familiarization with the roles of leadership within the University and hospital systems in order to effectively and appropriately provide professional level assistance.
• Proficiency in Microsoft Office including: Outlook, Word, Powerpoint, Excel and Access.
• Proficiency in Adobe.
• Demonstrate an ease of learning new programs.
• Ability to negotiate contracts for goods and services.
• Maintain strict confidentiality.
• Ability to multi-task.
• Must be articulate and have a good command of the English language. Must be able to compose correspondence and reports, edit and proofread that of others.
• Ability to maintain financial records for division.
• Ability to collect, evaluate and analyze data relating to administrative functions.
• Ability to prepare correspondence and administrative reports.
• Ability to utilize problem solving techniques.
• Ability to delegate responsibility and ensure that it is completed correctly.
• Ability to represent the division at meetings.
• Ability to assimilate information and implement in policy and procedure within the division.
• Ability to interact with members of national committee, visiting professors and prospective faculty members.
• Ability to represent the Divisions, make decisions and judgments when necessary.

Responsibilities

• Facilitate scheduling and coordination of meetings for the chief/director and all divisional faculty, which includes administrative, clinical teaching, and research assignments. Maintain the chief’s and divisional faculty’s calendars accurately and consistently.
• Monitor and manage divisional employee work hours and approve payable time.
• Maintain accurate records of faculty time away, facilitate getting leave slips approved and signed, and update their leave in People Soft and the Department of Surgery accounting system. Ensure that the clinical coordinator is aware of absence(s) ensuring coverage in the clinic and operating room.
• Prepare the monthly call schedule for the division, including call coverage at Halifax; input the intern and resident call schedules as developed by the Chief Residents. Alert the Division Chief of any potential coverage shortage for the call schedule.
• Enter the division’s call schedule into EPIC for all providers, including residents. Create and maintain an email group for all individuals who require the transplant surgery call schedule.  Update and transmit schedule with any changes/updates including making corrections in EPIC.
• Work with the Associate Chair, Director, Assistance Director, and divisional chief/director and all faculty on the completion of annual evaluations.
• Handles purchasing and account payable functions for the chief/director, all divisional faculty and staff, research employees (only when related to travel), and divisional operational expenses.
• Assist with budgeting of annual/monthly expenses and reporting of any variances between budgeted and actual expenses.
• Special projects and additional duties as determined by the Division Chief and Director.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees