Administrative Spec

Apply now Job no: 538322
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:  - MD-SURGERY-GI SURGERY

• Serves as the primary administrative contact for the Division of Gastrointestinal Surgery. Coordinates across the Surgery department, College of Medicine, UF Health and University of Florida as needed
• Supports the division chief and faculty with calendar management, meeting scheduling, agenda preparation, etc.
• Prepare and coordinate itineraries and meetings related to faculty recruitment
• Submit IT and Facilities support requests on behalf of the division
• Prepare documents, correspondence, reports, presentations and other needs as directed by the division chief or in support of the faculty

• Coordinates all UFGO related activities (travel requests, travel arrangements and processing reimbursements) for the division
• Tracks faculty professional development allowance (PDA) usage
• Orders supplies as needed by the division and processes the related expenses
• Processes division related expenses and faculty related expenses (PDA, certifications, licensure and other faculty supported expenses)
• Assists with the annual budget process by determining the division’s expected expense needs for the upcoming budget year

• Manages the division’s call schedule process. Works with the division chief to finalize the approved call schedule. Enters the call schedule into EPIC
• Manages the division’s Request for Time Away (RTA) process. Ensuring division chief approval, clinical notification and enters UF provider leave into People Soft

• Supports faculty with their annual evaluations
• Assists faculty with their promotion and tenure packets

$19.25 - $25.25

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

• Proficiency in Microsoft Office Suite, People Soft, UFGo, myUFLMarketplace
• Knowledge of university and state rules, regulations, policy, and procedures pertaining to fiscal transactions
• Experience in supporting top level executives within higher education.
• Extensive knowledge of administrative and office management principles and practices
• Excellent written and oral communication skills.
• Ability to work well with all levels of internal staff as well as outside stakeholders and staff within the Division of Gastrointestinal Surgery

In order to be considered, you must upload your cover letter and resume.

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

No

06 Jan 2026 Eastern Standard Time

13 Jan 2026 Eastern Standard Time

This position provides comprehensive administrative support to the Division of Gastrointestinal Surgery, serving as the primary liaison across the Surgery department, College of Medicine, and University of Florida. It involves managing calendars, coordinating meetings and recruitment logistics, and preparing key documents for faculty and leadership. The role also oversees travel arrangements, budget tracking, and expense processing, while maintaining call schedules and faculty leave records.

Additional responsibilities include supporting faculty evaluations, promotion and tenure processes, and handling various operational tasks as needed. This position is expected to strategically review all areas of responsibility and recommend improvements as needed.

The University of Florida is an Equal Employment Opportunity Employer.