Administrative Specialist II

Job No: 538832

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Health Care Administration/Support

Department:  - MD-ANESTHESIOLOGY-GENERAL

Administrative Spec II

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

Faculty Development and Administrative Support

• Provide administrative support to the Office of Faculty Development, the Associate Chair of Faculty Affairs and Professional Development, and assigned faculty.
• Schedule appointments, conferences, and meetings; prepare agendas and maintain calendars.
• Assist with professional development trainings and events such as new faculty orientation, mentoring programs, and CME conferences.
• Coordinate event planning activities, including budget preparation, CME certification, marketing, registration, and onsite logistics.
• Process and submit post-event CME documentation to the UF CME office in a timely manner.
• Support faculty recognition, wellness, and onboarding events.
• Develop and maintain training resources related to departmental and university policies and procedures.

Visiting Professors and Lecture Series Coordination

• Coordinate the Chair's Lecture Series and endowed lectures (T.W. Andersen/H.M. Perkins and Modell/Shah).
• Schedule all aspects of each visit, organize travel arrangements, prepare itineraries, and process reimbursements and honoraria.
• Work schedule will vary when hosting a visiting professor.

Faculty Evaluation and Academic Achievement Support

• Manage the faculty dashboard inbox to collect data for evaluations and the Faculty Academic Achievement Award (AAA) Tool.
• Prepare and coordinate annual faculty evaluations for the Chair.
• Finalize entries in the AAA Tool for the Chair and Vice Chair of Finance and Administration.
• Collaborate with the department communications team to ensure faculty development content is current.
• Serve as a resource for CV formatting and updates; maintain faculty CVs and enter information into the Faculty Enhancement Achievement System.

Fiscal Activities

• Maintain the divisional budget and perform monthly reconciliation of financial reports.
• Assist with budget projections and future budget requests.
• Manage faculty travel, including itineraries, authorizations, reimbursements, and accommodations in UF GO.
• Ensure compliance with UF travel policies and complete all required travel training.
• Process purchasing card transactions, requisitions, and purchase orders as needed.

Departmental and Faculty Support Services

• Serve as a member of the Faculty Support Services Team, providing coverage during staff absences.
• Contribute to overall departmental operations by performing related duties as assigned.

Work hours vary for this role

• Monday-Thursday:
  Standard hours are 8:00 a.m. to 5:00 p.m. Hours may vary when hosting visiting professors or special events.
• Friday:
  Standard hours are 6:00 a.m. to 3:00 p.m. The incumbent must be on-site and available to troubleshoot and address any issues that arise during Friday morning lectures.

$53,200 - $58,200, commensurate with education and experience

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

• Experience in higher education, faculty affairs, or academic event coordination.
• Familiarity with University of Florida administrative systems (e.g., UF GO, myUFL).
• Excellent organizational, communication, and problem-solving skills.
• Proficiency with Microsoft Office Suite, Outlook, and virtual meeting platforms.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

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

01 March 2026

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The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call  or the Florida Relay System at  (TDD) or visit Accessibility at UF.