Administrative Specialist II - Department of Pediatrics

Administrative Specialist II - Department of Pediatrics

Job No: 541292

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

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

Department:  - MD-PEDS-HEMATOLOGY

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).

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.

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.

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