Administrative Specialist III-Department of Neurosurgery-Brain Tumor Center

Administrative Specialist III-Department of Neurosurgery-Brain Tumor Center

Apply now Job no: 538254
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department:  - MD-NEUROLOGICAL SURGERY

Classification

Title:

Administrative Specialist III

Classification

Minimum Requirements:

Bachelor’s degree and five years of experience or an equivalent combination of education and experience

Job Description

• Maintains the complex calendar for the Assistant Vice President by planning and scheduling meetings, conferences, teleconferences, and travel. Responsible for arranging/setting up meeting rooms, catering, and clean‑up following meetings.
• Receives and reviews all incoming written communications addressed to the Assistant Vice President. Assists with preparing correspondence and responses, many of which involve confidential, complex, and sensitive issues. Screens telephone calls and answers questions that involve the interpretation of policies and procedures, and provides routine information to callers. Determines when it is appropriate to refer callers to another party for a response to their inquiry.
• Assists in the preparation of reports and proposals as requested. Completes assigned projects either directly or through delegation and is responsible for following up on results.
• Creates and maintains administrative filing systems and workflow, and maintains confidence and protects operations by keeping information confidential, including private health information, intellectual property, and confidentiality agreements.
• Schedules and coordinates all travel arrangements, registrations, reimbursements, and any necessary travel authorizations for the Assistant Vice President.

Expense Tracking

• Ensures coordination with the department fiscal team to ensure UF and department policies and procedures for travel and expense are followed.
• Provides back‑up documentation to the administration office for catering and P‑card purchases.
• Gathers back‑up documentation for travel expense reimbursement for submission to the administrative office.
• Ensures compliance with university travel policies and procedures.
• Tracks reimbursement requests.

Assists with the planning and execution of programs critical to the clinical research and education missions of the Assistant Vice President for Research, including, but not limited to:

• Coordinates visitation by colleagues as well as patients and their families, answers and directs inquiries. Includes:
  • Schedules flights, hotels, local transportation, and meals.
  • Schedules meetings with Neurosurgery, College of Medicine, CTSI, and UFHCC Leadership.
  • Coordinates/facilitates facility tours.
  • Prepares and disseminates agendas.
• Coordinates social/educational activities, including research seminars, faculty meetings, and social events. Includes:
  • Event budget development
  • Secures meeting space and lodging
  • Develops event material and advertises for the event via signage, social media, etc.
  • Processes expense reimbursements and final financial reporting in accordance with UF Finance and Department regulations
  • Interacts with the Development Office of the medical center to plan and coordinate fundraising events in support of the Brain Tumor Center.

Coordinate Social/Educational Activities

• Develops and maintains the social media network (Facebook, Twitter, Linked In, etc.) for the Assistant Vice President for Research. Develops content and updates social media postings.
• Acts as liaison with UF Health marketing on maintaining up-to-date marketing materials for the Wells Brain Tumor Center and CTSI social media and associated websites.

$53,000-$61,350

Required Qualifications

Required Qualifications:

Bachelor’s degree and five years of experience or an equivalent combination of education and experience

Preferred

• High-level organizational skills.
• Experience supporting high-level executives
• Experience working with medical and research professionals.
• Ability to effectively communicate information through written and verbal interaction.
• Proficient in Microsoft Outlook, Word and Excel.

Special Instructions to Applicants

For consideration, please complete an application and include a cover letter, resume and the names and email addresses of three to five references.

The University of Florida is an Equal Employment Opportunity Employer.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment

Required:

No

Advertised: 18 Dec 2025 Eastern Standard Time
Applications close: 08 Jan 2026 Eastern Standard Time

We will email you new jobs that match this search.

#J-18808-Ljbffr