Administrative Specialist - Department of Pediatrics

Administrative Specialist I - Department of Pediatrics

Job no: 541323
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible, Health Care Administration/Support
Department:  - MD-PEDS-HEMATOLOGY

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

The Administrative Specialist I coordinates administrative, operational, and programmatic activities in support of an assigned division within the Department of Pediatrics and serves as an administrative resource for faculty, advanced practice providers, fellows, staff, and divisional leadership. This position independently coordinates daily office operations by establishing work priorities, managing communications, facilitating recruitment and onboarding activities, coordinating provider schedules, supporting fiscal and human resources processes, maintaining records and databases, and ensuring compliance with University and departmental policies and procedures.

The incumbent exercises discretion in handling confidential information and serves as a liaison between the division, departmental functional teams, University departments, and external stakeholders to promote efficient and effective operations.

Provides administrative support for divisional operations and serves as an administrative resource for divisional leadership, faculty, staff, trainees, and stakeholders. Coordinates schedules, meetings, conferences, and events; prepares agendas and meeting minutes; and manages travel arrangements and reimbursement processes; and maintains confidential communications and documentation. Coordinates administrative activities on behalf of divisional leadership, including scheduling, follow-up on action items, and preparation of materials for meetings, reports, and special projects.

Serves as a liaison between divisional leadership, faculty, staff, departmental functional teams, University departments, and external stakeholders while exercising sound judgment in prioritizing requests and ensuring the efficient operation of the Division.

Coordinates daily administrative operations for the assigned division by serving as an administrative resource for faculty, advanced practice providers, fellows, and staff. Manages divisional communication through oversight of shared email inboxes, voicemail, correspondence, and routine inquiries, ensuring timely dissemination of information and appropriate routing of requests. Coordinates divisional meetings and appointments, reserves conference rooms, develops reports, spreadsheets, and other administrative documents, and maintains divisional records, contact lists, distribution lists, and operational resources.

Supports daily office operations through coordination of mail distribution, document management, records retention, administrative workflows, and the safeguarding of confidential personnel, operational, and financial information.

Coordinates administrative activities supporting faculty, provider, and staff recruitment, including interview scheduling, candidate itineraries, travel arrangements, onboarding documentation, workspace preparation, information technology requests, and access credentials. Assists with onboarding new employees by coordinating Gator One cards, identification badges, keys, system access, and required onboarding documentation. Serves as a divisional resource regarding onboarding procedures, payroll deadlines, leave reporting, and routine human resources processes.

Supports faculty affairs activities by assisting with annual evaluations, promotion and tenure documentation, credentialing, licensure renewals, educational programs, and maintaining confidential personnel records in accordance with University and departmental procedures.

Coordinates provider call schedules in collaboration with divisional leadership to ensure appropriate clinical coverage. Develops, maintains, and updates provider call schedules within Epic On-Call and other designated scheduling systems, ensuring schedules accurately reflect clinical assignments and coverage requirements. Communicates provider schedules and clinical coverage updates to faculty, staff, clinic managers, trainees,…