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

University of Florida • Gainesville, FL

2d • $55,000 - $65,000

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 designed for health care professionals and other employees. This highly professional role involves daily contact with College of Medicine faculty, resident physicians, and staff, as well as UF Health clinicians and administrative and support staff.

The position serves as the center’s primary point of contact, supporting referrals and appointment scheduling, counselor calendars, customer service, confidential operations, administrative and fiscal processes, travel, meetings, events, communications, and coordination between CHaMP’s Gainesville and Jacksonville offices. The role also partners with leadership to support quality service, patient care, and continuous improvement.

Requirements

• Bachelor’s degree and three years of relevant experience, or an equivalent combination of education and experience.
• Upload a cover letter and resume to be considered.

Nice To Haves

• Experience as an administrative assistant, preferably in an academic or health care setting.
• Ability to work independently.
• Strong customer service mindset and high emotional intelligence.
• Proficiency in Outlook, Word, Excel, Qualtrics (training available), and PowerPoint.
• Ability to communicate effectively and tactfully, verbally and in writing, with internal and external stakeholders.
• Ability to learn new concepts, processes, and tools applicable to the office’s needs.
• Entrepreneurial mindset and ability to solve problems and innovate with minimal supervision.

Responsibilities

• Serve as the center’s primary point of contact, guide referrals to appropriate services, and schedule client appointments by phone, email, or a scheduling system such as Simple Practice.
• Manage counselors’ calendars, address scheduling conflicts proactively, and optimize counselors’ time.
• Provide customer service by answering phones and emails and greeting visitors in person.
• Maintain strict confidentiality in compliance with HIPAA and 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, making hotel reservations, and registering for conferences in compliance with UF travel policies.
• Process expenditures, payments, and reimbursements related to 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 to raise awareness of the center and its services.
• Participate in staff meetings to discuss operations, staff issues, and client satisfaction.
• Partner with leadership to maintain high-quality service and patient care and support continuous improvement.
• Serve as liaison between the Gainesville and Jacksonville CHaMP offices and help ensure that 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