Administrative Spec II

Job Details

Job No: 538295

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support

Department:  - MD-PULMONARY MEDICINE

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.

The 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 success 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 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, prioritise, and delegate 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 prioritise requests for appointments.
• Maintain accurate daily electronic calendars for those supported, including administrative and academic appointment schedules as directed by assigned faculty or staff. Schedule meetings as directed and notify all appropriate personnel regarding faculty vacations and/or absences.
• Coordinate travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed. Create detailed itineraries for travel events with all relevant information and provide to faculty or staff prior to travel. Collect and provide 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.
• Process applications for society memberships, subscriptions, license renewals for assigned faculty. Process purchasing requests, including required quotes, documentation, and research items to be purchased if necessary.

• Coordinate travel arrangements including but not limited to scheduling flights, making hotel reservations, escorting candidates around campus, etc.
• Create detailed itineraries for prospective faculty candidate’s recruitment visit.
• Obtain payments or reimbursements by collecting receipts or processing paperwork with appropriate divisional staff.
• Serve as primary point of contact during recruitment visit scheduling and represent the division chief, assistant director, and/or medical directors.

• Responsible for coordinating the Division’s annual Promotion & Tenure process on an annual basis.
• Responsible for coordinating…