Administrative Spec II

University of Florida•Gainesville, FL

About The Position

This position manages the administrative activities of the Chair’s Office, including managing calendars, scheduling complex meetings, and developing and implementing programming to support departmental programs and processes. The role also oversees faculty recruitment, manages the faculty evaluation process, and aids the Chair with daily and long-term organizational demands. Additionally, it supports the Director’s Office by managing office operations, screening candidates for administrative openings, developing operational policies, serving as a staff resource for professional development, and conducting training sessions. The position also develops and implements technology-based solutions, oversees special projects using project management software, and supervises departmental use of QGenda scheduling software. It processes expenses, coordinates travel, manages PCard usage, and maintains fiscal responsibility. The role also coordinates special events such as the Annual Departmental Holiday Party and Annual Faculty and Resident Photograph and Awards Breakfast.

Requirements

Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Demonstrated ability to work independently in a fast paced, high visibility academic or healthcare environment, exercising sound judgment, discretion, and initiative to identify issues and implement efficient, effective solutions with minimal oversight.
Extensive knowledge of advanced administrative office practices, procedures, and systems, including coordination of executive-level calendars, preparation of complex correspondence, management of confidential records, and support of senior leadership operations.
Working knowledge of hospital, academic medical center, or university policies and procedures, including those related to clinical operations, faculty affairs, human resources, and financial administration.
Exceptional written and verbal communication skills, with the ability to prepare executive-level correspondence, reports, presentations, agendas, and meeting minutes, as well as to synthesize and present statistical or operational data clearly and professionally.
Proven ability to communicate and collaborate effectively with a wide range of stakeholders, including senior hospital and university leadership, faculty, residents, administrative staff, patients, and external partners, while maintaining a high level of professionalism and diplomacy.
Strong organizational and project management skills, with the ability to manage multiple complex priorities simultaneously, maintain highly organized administrative and record keeping systems, track deadlines, and ensure accuracy and attention to detail.
Demonstrated commitment to professionalism, confidentiality, and ethical standards, with the ability to handle sensitive information discreetly and maintain composure in high pressure situations.
Proficiency with administrative technologies and systems, including calendar management tools, Microsoft Office applications, virtual meeting platforms, and database or scheduling software (e.g., QGenda or similar systems), with the ability to quickly learn and adapt to new technologies.

Responsibilities

Manages all aspects of Chair and Director calendars.
Schedules complex meetings with senior leadership with a high degree of sensitivity and confidentiality.
Works with Chair, Director, and faculty leadership to develop and implement programming to support departmental programs and processes (e.g., strategic planning retreats, workshops, trainings, etc.).
Collaborates with Director and leadership to ensure all departmental development programming remains within budget.
Oversees faculty recruitment for departmental leadership positions (in conjunction with HR Generalist).
Schedules faculty candidates, prepares itineraries for prospective faculty members and site visitors.
Manages faculty evaluation process including oversees scheduling and collection of all data from department faculty, develops online intake form for collecting annual data and metrics.
Collects and submits annual faculty compensation plan metrics.
Aids the Chair with daily and long-term organizational demands by drafting correspondence on his/her behalf, managing schedule, phone calls, meetings, travel, etc.
Maintains updated list of faculty awards and identify award nominees.
Assists with compiling documents and letters needed for award nominations for numerous events.
Schedules, coordinates and prepares agendas for the department faculty meeting, 1:1 Chair/Chief meetings, executive committee meetings, hospital leadership meetings and more, including dissemination of final agendas and minutes.
Provides set-up of technology as needed such as Zoom, laptops, projectors, etc.
Screens candidates for administrative openings and participates in the interview/selection process.
Develop operational policies and procedures for the department and individual divisions, as required.
Monitors staff compliance.
Serves as a staff resource for professional development advice.
Recommends professional development opportunities.
Develops and conducts teamwork and staff development training sessions.
Develops and implements technology-based solutions to facilitate communication and training, including training tutorials.
Oversees special projects.
Using project management software, tracks project status and communicates deadlines and milestones to accountable parties.
Performs other related duties as necessary.
Supervises departmental use of the QGenda scheduling software, including serving as the primary contact, liaising with QGenda corporate office, building and populating QGenda, supporting divisional administrative support staff, developing QGenda workflows, policies, and procedures, and gathering and analyzing data from QGenda.
Processes Chair’s and Director’s expenses in accordance with established policy.
Coordinates and processes all travel for Chair, Director, visiting professors, faculty applicants, etc.
Provides PCard for use by other departmental members and processes those expenses.
Maintains fiscal responsibility and budgetary requirements when planning and managing.
Coordinates special projects, including Annual Departmental Holiday Party, Annual Faculty and Resident Photograph and Awards Breakfast, Annual Departmental Retreat, Annual Staff Retreat, and more.