Administrative Specialist II - Dept. of Surgery

University of Florida•Gainesville, FL

3d•$65,000 - $69,000

About The Position

Coordinate Grand Rounds Submits applications for CME credit and management. Manages travel, including airfare, accommodations, and meals for the speaker through UFGO. Tracks and maintains attendance reports for CME credit and in-person attendance. Builds the Grand Rounds schedule with faculty, working with M&M and the education office to ensure all events align. Plans travel and facilitate reimbursement for SSA and Quality visiting speakers. Maintains room holds in the classroom portal and schedules alternative locations as needed. Works with IT to ensure the IT schedule is up to date (needed to ensure day-of IT support and the correct Zoom is launched). Creates provider- and resident-specific attendance reports to verify the accuracy of CME records. Creates and maintains calendar invites and invitations sent to Surgery faculty and staff, including all proper information and Zoom links for each event. Arrives at Grand Rounds at 6:30 a.m. on Fridays they are held to ensure all elements are in place and ready for the presentation. Commissions items from the trophy shop for visiting professors. Office Management/Miscellaneous Department Support Mitigates maintenance issues. Handles IT requests for Assistant Directors and staff. Orders office supplies, stocks supply cabinets and maintains printer and fax machines. Troubleshoots printers, appliances, and other equipment. Sorts and distributes mail; assembles mailings as needed. Anticipates and fulfills secretarial and equipment needs for all new staff members. Creates and maintains the organizational chart for the Chair’s office. Administrative Support for Assistant Directors and House Staff Manages travel for Assistant Directors and house staff, including creating fund and travel requests, completing expense reports, and entering accounting into UFGO and the surgery database. Processes reimbursements for mileage and other departmental travel expenses. Pays membership dues and completes all associated accounting processes for faculty and staff. Handles DocuSign requests for clinic managers related to clinic purchases or APP shifts. Administers requests for time away as needed. Facilitates scheduling and coordination of meetings for Assistant Directors as needed. Provides backup support for the Administrative Specialist III for the Chair and Director. Assists with policy drafting and organizational management for the department. Ensures all personnel are in compliance with University of Florida rules and regulations. Assists with recruitment efforts for Assistant Directors and house staff positions. Submits contract requests through UF Health Legal Services. Assists with strategic plan development and re-evaluation. Department of Surgery Communications Attends bi-weekly meetings with the Chair/Vice Chair and Scott Hunter, Head of Communications, to receive updates. Works on website compliance projects and ensures the Department of Surgery is in compliance. Monitors social media platforms. Funnels content to Scott Hunter. Modifies Department of Surgery directory profiles. Serves as a backup to Scott Hunter for website edits. Special Projects and additional duties as determined by the Chair and Director Serves as a member of the 1329 Building Committee. Serves as the Hospitality Chair for the department. Works with the Department of Anesthesiology to plan and execute the annual holiday party. Arranges celebrations for the Chair’s suite birthdays and holidays.

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 Divisions, make decisions and judgments when necessary.
Ability to negotiate contracts for goods and services.
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.

Responsibilities

Submits applications for CME credit and management.
Manages travel, including airfare, accommodations, and meals for the speaker through UFGO.
Tracks and maintains attendance reports for CME credit and in-person attendance.
Builds the Grand Rounds schedule with faculty, working with M&M and the education office to ensure all events align.
Plans travel and facilitate reimbursement for SSA and Quality visiting speakers.
Maintains room holds in the classroom portal and schedules alternative locations as needed.
Works with IT to ensure the IT schedule is up to date (needed to ensure day-of IT support and the correct Zoom is launched).
Creates provider- and resident-specific attendance reports to verify the accuracy of CME records.
Creates and maintains calendar invites and invitations sent to Surgery faculty and staff, including all proper information and Zoom links for each event.
Arrives at Grand Rounds at 6:30 a.m. on Fridays they are held to ensure all elements are in place and ready for the presentation.
Commissions items from the trophy shop for visiting professors.
Mitigates maintenance issues.
Handles IT requests for Assistant Directors and staff.
Orders office supplies, stocks supply cabinets and maintains printer and fax machines.
Troubleshoots printers, appliances, and other equipment.
Sorts and distributes mail; assembles mailings as needed.
Anticipates and fulfills secretarial and equipment needs for all new staff members.
Creates and maintains the organizational chart for the Chair’s office.
Manages travel for Assistant Directors and house staff, including creating fund and travel requests, completing expense reports, and entering accounting into UFGO and the surgery database.
Processes reimbursements for mileage and other departmental travel expenses.
Pays membership dues and completes all associated accounting processes for faculty and staff.
Handles DocuSign requests for clinic managers related to clinic purchases or APP shifts.
Administers requests for time away as needed.
Facilitates scheduling and coordination of meetings for Assistant Directors as needed.
Provides backup support for the Administrative Specialist III for the Chair and Director.
Assists with policy drafting and organizational management for the department.
Ensures all personnel are in compliance with University of Florida rules and regulations.
Assists with recruitment efforts for Assistant Directors and house staff positions.
Submits contract requests through UF Health Legal Services.
Assists with strategic plan development and re-evaluation.
Attends bi-weekly meetings with the Chair/Vice Chair and Scott Hunter, Head of Communications, to receive updates.
Works on website compliance projects and ensures the Department of Surgery is in compliance.
Monitors social media platforms.
Funnels content to Scott Hunter.
Modifies Department of Surgery directory profiles.
Serves as a backup to Scott Hunter for website edits.
Serves as a member of the 1329 Building Committee.
Serves as the Hospitality Chair for the department.
Works with the Department of Anesthesiology to plan and execute the annual holiday party.
Arranges celebrations for the Chair’s suite birthdays and holidays.