Administrative Specialist II

Job Overview

Job No: 540235

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support

Department:  - MD-OBGYN-MATERNAL FETAL MEDICI

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 oversees the administrative operations of assigned divisions. The primary role is responsible for the day-to-day divisional operations, providing administrative oversight for faculty calendars and meetings, working collaboratively with practice managers and QGenda coordinator on clinic and call schedules. Provides support to the related fellowship programs, including monitoring compliance with program governing body standards and requirements.

Serves as the Administrative Support for the assigned divisions, responsible for day‑to‑day operations and as the lead resource to all constituents interacting with the divisions. Recommends policies and procedures, implements approved policies in collaboration with Division Chiefs and OBGYN Director of Health Care Administration, and ensures consistency with University, College of Medicine, and Department policies. Provides support for Division Chiefs and faculty on special projects including programmatic expansion, building relationships with multidisciplinary departments/divisions, developing handouts, and marketing new services.

Oversees scheduling and agenda, maintains minutes and task lists for all recurring divisional meetings, tracks projects using computer software such as Microsoft Access, Excel, and PowerPoint, prepares presentations, purchasing vouchers, and coordinates vacation schedules in People Soft. Manages divisional calendars, formulates monthly clinic schedules, resolves scheduling conflicts, and organizes faculty, fellows, and staff participation in departmental and community lectures. Staffs meetings as requested.

Works with HR and Chair's Office for faculty and APP recruitment, interview scheduling, onboarding, office space, and orientation. Prepares travel authorizations and expense reports, makes reservations, and interacts with Accounting Office for budget management and financial records. Handles recredentialing, license maintenance, CV updates, manuscript support, and maintains specialty certifications. Keeps faculty informed of status and qualifications for credentialing, and informs them of CME opportunities.

• Coordinates fellowship training program to ensure compliance with ACGME and other accrediting organizations.
• Gathers information and prepares annual reports for Program Director approval, uploads reports to governing board website.
• Maintains active relationship with ACGME and AAGL staff, oversees accuracy of fellowship and faculty profiles, collects data for reports.
• Coordinates National Residency Matching Program (ERAS), reviews applicant documents, plans and coordinates interview itineraries and travel, registers fellows, processes registration payments.
• Collaborates with Graduate Medical Education office to stay current on information and submits GME Annual Performance Report.
• Maintains fellowship records electronically, updates fellowship web content, sends evaluations after each rotation, compiles evaluation summaries, coordinates semester course registrations, travel, call schedules, DEA certification, FL medical license renewals, CME requirements, sponsored research administrative pages, IRB paperwork, and other correspondence.

This position works closely with divisional/departmental leadership on various projects and performs additional duties as directed by Assistant Director and/or Director of OBGYN.

$55,000.00 to $60,000.00 annually, based on education and experience.

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

• Three years of clinical academic or medical office management experience.
• Graduate medical…