Administrative Specialist II - Department of Pediatrics

Administrative Specialist II - Department of Pediatrics

Job no: 541292
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:  - MD-PEDS-HEMATOLOGY

Classification

Title:

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

Job Description:

The Administrative Specialist II provides advanced administrative support within an assigned division in the Department of Pediatrics in support of clinical, research, and academic programs. This position independently manages a broad range of operational, fiscal, human resources, recruitment, and clinical support functions while establishing work priorities, coordinating daily administrative operations, and exercising considerable judgment and discretion in interpreting and applying University and departmental policies and procedures.

The incumbent serves as a primary liaison between departmental leadership, faculty, staff, functional support teams, University departments, and external stakeholders to ensure efficient, compliant, and effective operations. The Administrative Specialist II provides comprehensive administrative support to all faculty and staff within the assigned division(s).

About this Role:

Administrative Coordination & Division Support

Provides advanced administrative support for divisional operations and serves as a primary 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. Maintains confidential files and communications, assists with

strategic initiatives and special projects, and coordinates administrative activities on behalf of divisional

leadership. Exercises independent judgment in prioritizing requests, resolving administrative issues, and

facilitating communication between faculty, staff, departmental leadership, University departments, and

external organizations. Coordinates provider call schedules in collaboration with Division Chiefs and clinical

leadership to ensure appropriate clinical coverage. Develops, maintains, and updates provider call

schedules within Epic On-Call and other scheduling systems, ensuring schedules accurately reflect clinical

assignments and coverage needs. Communicates provider schedules and clinical coverage updates to

Division Administrators, Clinic Managers, centralized scheduling teams, and other stakeholders in

accordance with departmental and institutional policies and procedures. Identifies scheduling conflicts,

coordinates schedule changes, and works collaboratively with leadership to maintain continuity of patient

care and clinical operations

External Clinical Contract Administrative Support

Provides administrative support for external clinical contracts and applicable programs. Coordinates the

preparation, compilation, submission, and tracking of all quarterly, annual, and other required deliverables

as outlined in contract requirements. Works closely with the Medical Director(s), Division Administrator,

faculty, and departmental staff to ensure all contractual obligations, reporting requirements, and deadlines are met. Coordinates contract-related meetings, maintains required documentation, tracks program

activities and milestones, prepares supporting reports, and serves as the primary administrative liaison

between the division and internal and external stakeholders. Assists with monitoring contract compliance

and supports implementation of program changes and reporting requirements throughout the contract

period.

Recruitment, Human Resources & Faculty Affairs

Coordinates faculty, provider, and staff recruitment and onboarding activities, including interview

scheduling, candidate itineraries, travel arrangements, onboarding documentation, workspace preparation,

information technology requests, and access credentials. Serves as a departmental resource regarding

hiring, onboarding, payroll deadlines, leave administration, PTO, FMLA, and other human resources

processes. Enters faculty time, reviews payroll reporting for providers and staff, and supports faculty affairs

activities including annual evaluations, promotion and tenure, credentialing, licensure renewals, and

educational programs.

Fiscal Administration & Procurement

Coordinates divisional fiscal and purchasing activities in accordance…