Job Description

Classification Title:

Administrative Spec I

Classification Minimum Requirements

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

Job Description:

The Administrative Specialist I for the Department of Pediatrics coordinates administrative, operational, and programmatic activities in support of the Division of Pediatric Nephrology, and serves as a primary administrative resource for faculty, advanced practice providers, fellows, staff, and divisional leadership. This position independently coordinates daily office operations by establishing work priorities, managing communications, facilitating recruitment and onboarding activities, coordinating provider schedules, supporting fiscal and human resources processes, maintaining records and databases, and ensuring compliance with University and departmental policies and procedures. The incumbent exercises discretion in handling confidential information and serves as a liaison between the division, departmental functional teams, University departments, and external stakeholders to promote efficient and effective operations.

About This Role:

Administrative Coordination & Division Support

Provides 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; and maintains confidential communications and documentation. Coordinates

administrative activities on behalf of divisional leadership, including scheduling, follow-up on action items,

and preparation of materials for meetings, reports, and special projects. Serves as a liaison between

divisional leadership, faculty, staff, departmental functional teams, University departments, and external

stakeholders while exercising sound judgment in prioritizing requests and ensuring the efficient operation of

the Division Chief's administrative office.

General Administrative Operations & Communication

Coordinates daily administrative operations for the assigned division by serving as a primary administrative

resource for faculty, advanced practice providers, fellows, and staff. Manages divisional communication

through oversight of shared email inboxes, voicemail, correspondence, and routine inquiries, ensuring

timely dissemination of information and appropriate routing of requests. Coordinates divisional meetings

and appointments, reserves conference rooms, develops reports, spreadsheets, and other administrative

documents, and maintains divisional records, contact lists, distribution lists, and operational resources.

Supports daily office operations through coordination of mail distribution, document management, records

retention, administrative workflows, and the safeguarding of confidential personnel, operational, and

financial information.

Cross-Divisional Administrative Support & Special Projects

Provides administrative support and cross-coverage for other divisions within the Department of Pediatrics

as assigned by the Division Administrator. Assists with workload redistribution during staffing shortages,

employee leave, vacancies, and other operational needs to ensure continuity of departmental operations.

Participates in divisional initiatives and projects, including those assigned by the Division Administrator

and/or Division Chief, and supports process improvement efforts and other departmental priorities.

Recruitment, Human Resources & Faculty Affairs

Coordinates administrative activities supporting faculty, provider, and staff recruitment, including interview

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

information technology requests, and access credentials. Assists with onboarding new employees by

coordinating GatorOne cards, identification badges, keys, system access, and required onboarding

documentation. Serves as a divisional resource regarding onboarding procedures, payroll deadlines, leave

reporting, and routine human resources processes. Supports faculty affairs activities by assisting with

annual evaluations, promotion and tenure documentation, credentialing, licensure renewals, educational

programs, and maintaining confidential personnel records in accordance with University and departmental

procedures.

Provider Scheduling & Divisional Calendar Administration

Coordinates provider call schedules in collaboration with divisional leadership to ensure appropriate clinical

coverage. Develops, maintains, and updates provider call schedules within Epic On-Call and other

designated scheduling systems, ensuring schedules accurately reflect clinical assignments and coverage

requirements. Communicates provider schedules and clinical coverage updates to faculty, staff, clinic

managers, trainees, and other stakeholders in accordance with departmental procedures. Assists in

resolving routine scheduling conflicts and maintains accurate scheduling records to support continuity of

clinical and educational operations.

Fiscal Administration & Procurement

Coordinates divisional travel activities and processes travel authorizations and expense reimbursements

through UF GO in accordance with University policies and procedures. Assists with purchasing and

procurement activities by preparing UF Marketplace requisitions, ordering office and operational supplies,

maintaining supply inventories, collecting supporting documentation for PCard reconciliation, organizing

fiscal records, and tracking routine divisional expenditures. Supports purchasing activities while ensuring

compliance with University procurement and departmental fiscal procedures.

Facilities, Information Technology & Operational Support

Serves as the liaison with Facilities Management, Information Technology Services, and other support units

to coordinate maintenance requests, service tickets, office moves, workstation setup, key requests,

access-related needs, and mail distribution. Monitors the status of operational requests, maintains office

equipment, supplies, and operational resources, and facilitates timely resolution of issues impacting

divisional personnel and daily office operations.

Expected Salary:

$23.49-$25.00; commensurate with educatoin and experience.

Required Qualifications:Bachelor's degree; or an equivalent combination of education and relevant experience.

Preferred Qualifications

Administrative experience in a complex healthcare, academic, or higher education environment, with

demonstrated experience in fiscal administration, human resources coordination, and proficiency with

University of Florida administrative systems (e.g., UFGO, myUFL, UF Marketplace, and Epic) preferred.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

This position is eligible for veterans' preference. To claim veterans' preference, please upload a copy of your DD 214 Form or equivalent certification with your application for consideration. See UF’s Veterans' Preference Page for more details.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

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