Administrative Specialist II - Pediatric Neurology

Pediatric Neurology•Gainesville, FL

2d•Onsite

About The Position

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 manages a broad range of operational, fiscal, human resources, and recruitment, 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 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). The position interprets and applies departmental and institutional policies and standards, including those related to fiscal administration, procurement, and human resources, while coordinating activities associated with faculty and provider recruitment and onboarding, provider scheduling, payroll administration, purchasing and procurement, travel coordination, facilities and information technology services, and meetings and events.

Requirements

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

Nice To Haves

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.

Responsibilities

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, correspondence, presentations, reports, and meeting minutes; and manages travel arrangements and reimbursement processes.
Provides logistical and administrative support before, during, and after divisional meetings and events.
Monitors shared divisional email accounts, responds to routine and moderately complex inquiries, and ensures timely communication and appropriate routing of requests.
Maintains confidential records and communications in accordance with university policies and procedures.
Assists with divisional initiatives, projects, and operational activities by coordinating administrative processes, tracking assignments, and facilitating the completion of tasks and deadlines.
Exercises independent judgment in prioritizing workload, resolving administrative issues, and serving as a liaison among faculty, staff, departmental leadership, university offices, and external organizations to support efficient divisional operations.
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.
Proactively reviews and monitors provider schedules to ensure accuracy and identify conflicts.
Communicates provider schedule changes, absences, and clinical coverage updates with ACU, clinical leadership, 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 collaborates with leadership to maintain continuity of patient care and efficient clinical operations.
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.
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.
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.