Administrative Specialist II

Job Overview Job No: 540235 Work Type: Full Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support Department: 29070900 - MD-OBGYN-MATERNAL FETAL MEDICI Classification Title: Administrative Specialist II Classification Minimum Requirements Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience. Job Description 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. Division Administration 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 PeopleSoft. 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. Fellowship Training Program Coordinator 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. Specialized Project Management 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. Compensation $55,000.00 to $60,000.00 annually, based on education and experience. Required Qualifications Bachelor's degree and three years of relevant experience, or an equivalent combination. Preferred Qualifications Three years of clinical academic or medical office management experience. Graduate medical education (GME)/fellowship coordination experience. Knowledge Advanced knowledge of Outlook, Word, Excel, PowerPoint, Access, reference manager, and other manuscript‑related applications. Working knowledge of University of Florida policies and procedures. Working knowledge of ACGME, ERAS, and NRMP policies and procedures. Skills Critical thinking skills. Demonstrated team leadership skills. Abilities Ability to meet deadlines. Other Qualifications Organized. Close attention to detail. Works independently. Positive attitude. Equal Employment Opportunity Statement 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 View phone number on click.appcast.io or the Florida Relay System at View phone number on click.appcast.io (TDD) or visit Accessibility at UF. #J-18808-Ljbffr