Manager of Administrative Services - Department of Orthopaedics Surgery and Sports Medicine

Classification Title:

Manager, Administrative Services

Classification Minimum Requirements:

Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

The Manager of Administrative Services provides strategic administrative leadership and oversight for the Department of Orthopaedics Surgery and Sports Medicine, ensuring effective coordination and delivery of administrative functions, resources, processes, and support services. The position oversees administrative staff; coordinates workforce planning, faculty affairs, recruitment, onboarding, and organizational support; and manages administrative processes to promote efficiency, compliance, accountability, and continuity of services. The Manager partners with departmental leadership to support strategic priorities, strengthen administrative practices, and ensure resources and services are aligned with departmental needs.

The Manager serves as a key administrative advisor and liaison to departmental, College of Medicine, University, and health system leadership, coordinating cross-functional activities and supporting effective communication and collaboration. The position develops and implements administrative policies and procedures, evaluates administrative processes, and identifies opportunities to enhance efficiency, service delivery, and resource utilization. Through effective staff leadership, performance management, project coordination, and continuous improvement, the Manager ensures the department has the administrative infrastructure and support necessary to advance its clinical, academic, research, and educational missions.

More about this role:

Administrative Services and Departmental Management

• Provide leadership and oversight of departmental administrative services, ensuring alignment with the strategic priorities of the Department Chair, Vice Chair of Administrative Services & Finance, and departmental leadership. Serve as a primary administrative liaison among departmental leadership, University and College of Medicine executives, hospital administration, faculty, and external organizations.
• Manage complex administrative initiatives, special projects, faculty leadership activities, strategic meetings, and events; develop and monitor project plans, timelines, deliverables, and outcomes. 
• Interpret and implement University, College of Medicine, and departmental policies and procedures while advising faculty, managers, and staff on administrative requirements, compliance, and effective administrative practices. Assess administrative processes and identify opportunities to strengthen coordination, consistency, accountability, and service delivery.
• Lead administrative personnel, including recruitment, onboarding, performance management, workload distribution, payroll and time approval, leave administration, professional development, and compliance with employment policies. Provide leadership, direction and support for staff development to ensure staff responsibilities and departmental priorities are coordinated effectively and completed in a timely manner.

Administrative Services and Professional Organization Management

• Coordinate and provide administrative support for departmental executive responsibilities associated with local, regional, and national professional organizations, supporting the Department Chair, Vice Chair, Associate Director of Finance, Associate Director of Revenue Cycle, and designated faculty leaders. Manage deadlines, correspondence, submissions, meeting schedules, and follow-up activities to ensure timely completion of organizational responsibilities and effective support of departmental leadership.
• Develop, coordinate, and maintain executive-level materials for professional society activities, including reports, presentations, agendas, briefing materials, meeting packets, budgets, membership records, correspondence, and organizational documentation. Maintain organized records and administrative resources that support leadership decision-making, institutional knowledge, and continuity of departmental activities.
• Oversee the coordination of domestic and international travel arrangements in support of departmental leadership and faculty participation in professional, academic, and organizational activities. Manage travel requests and authorizations, conference registrations, airfare and lodging, ground transportation, itineraries, scheduling, expense documentation, reimbursements, and related administrative requirements. Ensure travel documentation is complete and consistent with university policies, applicable funding requirements, and organizational deadlines.
• Administer administrative tracking and compliance support for professional memberships, medical licensure, CME requirements, certifications, subscriptions, and related renewals. Monitor expiration dates and required actions, initiate renewal and documentation requests, maintain centralized records, and provide timely reminders and administrative support to help ensure continued compliance with professional and organizational requirements.

Administrative Coordination and Clinical Services Support

• Coordinate administrative activities between UF Orthopaedics and the University Athletic Association to support timely access to orthopedic care for students and athletes. Facilitate communication and administrative coordination among providers, patients, athletic staff, and clinical personnel.
• Coordinate administrative arrangements related to consultations, diagnostic testing, specialty referrals, imaging, laboratory services, and multidisciplinary appointments. Maintain appropriate documentation and facilitate timely communication and follow-up among relevant stakeholders.
• Compile, organize, and report sports health-related administrative and service data to support departmental planning, quality initiatives, leadership reporting, and informed decision-making.

Faculty Affairs and Development

• Manage administrative support for the department's faculty development and academic advancement programs in collaboration with departmental leadership.
• Coordinate faculty promotion and tenure activities, annual evaluations, Faculty Evaluation and Advancement (FEA) processes, Faculty Activity and Achievement Reporting (FAAR), effort reporting, and related institutional reporting requirements. Monitor established timelines, coordinate required documentation, maintain records, and ensure alignment with College of Medicine and University requirements.
• Prepare reports, status updates, and administrative materials for departmental leadership regarding faculty development and advancement activities. Identify opportunities to strengthen administrative support, consistency, and communication related to faculty affairs.

Faculty Recruitment Administration

• Manage the administrative coordination of faculty recruitment activities for clinical and research positions from position approval through onboarding. Coordinate recruitment activities in collaboration with departmental leadership, search committees, Human Resources, and other institutional stakeholders.
• Oversee position postings, applicant tracking, interview scheduling, recruitment communications, candidate travel arrangements, search committee materials, employment documentation, onboarding, and transition activities. Maintain accurate recruitment records, monitor established timelines, prepare status reports for leadership, and ensure recruitment activities are administered in accordance with university policies and procedures.

Administrative Leadership

• Provide administrative leadership and support to departmental executives through coordination with the Dean's Office, College of Medicine leadership, hospital administration, division chiefs, faculty, and external stakeholders. Serve as a key administrative resource to facilitate communication, coordination, and follow-through on departmental priorities and leadership initiatives.
• Provide oversight and direction to staff responsible for faculty clinical calendar and scheduling support. Coordinate presentations, reports, strategic meetings, leadership materials, and special initiatives while exercising independent judgment, maintaining confidentiality, and ensuring timely completion of assigned responsibilities.
• Develop and maintain administrative processes, resources, and support structures that promote consistent service delivery, effective communication, accountability, and organizational effectiveness.
• Provide administrative support to departmental Vice Chairs, Associate Directors, and Sports Medicine leadership as needed. Ensure appropriate administrative coverage, mentor and support administrative staff, and perform related managerial responsibilities as assigned.

Expected Salary:

Commensurate with education and experience.

Required Qualifications:

Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

• Experience in a healthcare setting
• Familiarity with the role of the Chair of the department and Executive Director, to provide professional-level assistance effectively/proactively
• Familiarity with collecting and preparing data analyses
• Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint
• Demonstrate project management skills
• Ability to compose own correspondence and edit/proofread that of others
• Capable of working under pressure and producing within deadlines
• Ability to prioritize own work and proceed with minimum supervision
• Ability to maintain a professional approach at all times
• Demonstrate ease with learning new programs
• Maintains strict confidentiality at all times
• Interacts professionally with the public in a sensitive and professional manner; screens requests and materials effectively and efficiently; and readily handles a variety of situations
• Works independently and as a team member
• Highly organized and consistently demonstrates personal initiative
• Displays interest in the overall well-being of the health system
• Takes initiative to assist whenever possible in the success of the institution

Special Instructions to Applicants:

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.

Health Assessment Required:No