Administrative Spec II

Apply now Job no: 538295
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:  - MD-PULMONARY MEDICINE

Classification

Title:

Administrative Specialist II

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

The Administrative Specialist II role serves as a key operational partner within the Department of Medicine’s Division of Pulmonary, Critical Care, and Sleep Medicine, providing comprehensive administrative support to the Division Chief, Assistant Director, and divisional medical directors. This highly visible role ensures seamless coordination of divisional operations, including executive scheduling, event and meeting management, faculty promotion and tenure support, fiscal processing, purchasing, and travel administration.

This position acts as a central hub for communication and workflow, maintaining strict confidentiality while managing sensitive information and supporting the daily needs of faculty, staff, and fellows. Excellence in customer service - in-person, over the phone, and through email – is essential, as the role frequently interacts with internal and external stakeholders.

The ideal candidate is an adaptable self-starter with strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. A proactive approach to problem solving, sound judgment, and the ability to communicate clearly and professionally are critical to being successful in this position.

• Develop and maintain understanding of the requirements and priorities unique to the Division of Pulmonary, Critical Care & Sleep Medicine and the Chief, Division Administrator and Medical Directors. Coordinate their respective activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University. Manage the flow of all information in and out of the office, both paper and electronic information.
  
  Independently manage projects for those supported to ensure that projects stay on schedule. Review all incoming correspondence, prioritizes, and delegates information to others as appropriate.
• Maintain a professional environment for the Division of Pulmonary, Critical Care & Sleep Medicine Chief’s office. Design and implement processes for the efficient functioning of the office. Update and maintain office policies and procedures manual. Coordinate and maintain calendar of those supported. Screen and prioritize requests for appointments.
• Maintains accurate daily electronic calendars for those supported, including administrative and academic appointment schedules as directed by assigned faculty or staff. Schedules meetings as directed and notifies all appropriate personnel regarding faculty vacations and/or absences.
• Coordinates travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed. Creates detailed itineraries for travel events with all relevant information and provides to faculty or staff prior to travel. Collects and provides all travel receipts and information to the Division’s fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
• Processes applications for society memberships, subscriptions, license renewals for assigned faculty. Processes purchasing requests, including required quotes, documentation, and researches items to be purchased if necessary.

• Coordinates travel arrangements including but not limited to scheduling flights, making hotel reservations, escorting candidates around campus etc.
• Creates detailed itineraries for prospective faculty candidate’s recruitment visit.
• Obtains payments or reimbursements by collecting receipts or processing paperwork with appropriate divisional staff.
• Serves as primary point of contact during recruitment visit scheduling and represents the…