| Job Description: |
Reporting to the Director of Graduate Medical Education Administration and directly supporting the Senior Associate Dean for Graduate Medical Education (GME), the Designated Institutional Official (DIO), and the Institutional Program Review Committee (IPRC) Chair, the Administrative Specialist III manages broad and complex administrative activities that support the GME Office and its institutional responsibilities. The position independently coordinates executive and office operations; manages institutional communications and website content; reviews, organizes, and presents GME data; edits reports, presentations, and other high-level materials; and leads or supports special projects involving multiple departments and stakeholders. The incumbent interprets and applies University of Florida, UF Health, accreditation, privacy, and applicable state and federal requirements within the scope of assigned work. The role requires substantial discretion, independent judgment, advanced administrative expertise, and the ability to establish priorities and manage concurrent, time-sensitive projects with limited supervision.
Executive Office Support
- Manage complex administrative activities for the Office of the Senior Associate Dean and DIO.
- Independently manage the DIO’s calendar, anticipate needs, resolve conflicts, and prioritize requests based on urgency, strategic importance, and institutional deadlines.
- Handle confidential, sensitive, and non-routine matters requiring discretion, research, and coordination with appropriate university, college, hospital, and departmental offices.
- Serve as a primary administrative contact and liaison for the DIO, responding to or routing complex inquiries and maintaining effective interdepartmental communication through direct inquires and inquires through the GME Mailbox.
Committee, Meeting, and Event Administration
- Coordinate high-level internal and external meetings, seminars, committees, and events involving college, hospital, program, and community leadership.
- Maintain a master calendar of recurring GME activities, accreditation submissions, surveys, reviews, site visits, and other institutional deadlines.
- Prepare and edit agendas, reports, briefing materials, presentations, and meeting minutes; track decisions and follow-up items through completion.
- Provide administrative management for the Institutional Program Review Committee and other assigned GME committees, including document collection, meeting logistics, confidential records, and post-meeting follow-up.
- Plan and oversee administrative aspects of the Resident OSCE, including schedules, locations, materials, stakeholder communication, outcome records, and process improvements.
Institutional Communications, Website, and Presentation Management
- Manage and routinely update GME website content to ensure information is accurate, current, accessible, and aligned with university and institutional standards.
- Develop, edit, and maintain high-quality reports, institutional briefings, presentations, visual summaries, standardized slide decks, and one-page resources for senior leaders, committees, and GME stakeholders.
- Produce and distribute the monthly GME newsletter in collaboration with the GME team.
- Review communications and materials for accuracy, consistency, clarity, professionalism, and alignment with GME priorities and institutional requirements.
- Coordinate the collection of information from subject-matter experts and translate complex content into clear, audience-appropriate communications.
- Collaborate with information technology and communications partners to address website, software, audiovisual, and other technology needs affecting administrative operations.
Data Review, Reporting, and Compliance Support
- Collect, review, organize, and summarize GME data from multiple sources to support institutional reports, committee reviews, presentations, and leadership decision-making.
- Perform quality checks to identify incomplete, inconsistent, or inaccurate information and coordinate needed corrections with program and GME team members.
- Monitor applicable University of Florida, UF Health, accreditation, privacy, and state and federal requirements related to assigned administrative functions; interpret requirements and communicate operational implications to appropriate stakeholders.
- Maintain confidential records and information in accordance with institutional policy and applicable privacy requirements.
- Assist with developing, documenting, implementing, and evaluating office policies, procedures, templates, and administrative controls that promote consistency and compliance.
- Coordinate quarterly VA invoicing for participating programs, including gathering and validating supporting data, preparing invoice documentation, monitoring submission deadlines, and working with programs VA, and fiscal contacts to create quarterly invoice reports.
Special Projects and Office Operations
- Lead or support complex special projects assigned by the Director, DIO, or GME leadership, including defining work plans, coordinating stakeholders, gathering and evaluating information, monitoring deadlines, and preparing final deliverables.
- Participate in interdepartmental workgroups and project teams and represent the GME Office within the scope of assigned responsibilities.
- Coordinate office operational needs involving facilities, equipment, supplies, records, security, and technology.
- Coordinate domestic and international travel for GME leaders and review travel authorizations and expense reports for completeness, accuracy, policy compliance, and timely processing.
- Establish priorities, set deadlines, coordinate assignments, and monitor completion of administrative work involving multiple GME team members and institutional partners.
- Recommend administrative process improvements that strengthen efficiency, service, communication, and accountability across the GME Office.
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| Preferred: |
Experience independently coordinating broad administrative operations within a large, complex organization, preferably in higher education, health care, or graduate medical education.
Demonstrated ability to manage complex calendars, projects, institutional deadlines, and high-level meetings.
Strong analytical, organizational, time-management, and problem-solving skills, with the ability to establish priorities and shift between competing demands.
Excellent written and verbal communication skills, including experience editing reports, presentations, and executive-level materials.
High degree of professionalism, discretion, and judgment when handling confidential and sensitive information.
Experience reviewing data for accuracy and translating information into clear reports or visual summaries.
Proficiency with Microsoft Office, Outlook, PowerPoint, Canva or similar presentation tools, and web content management systems.
Knowledge of university, health care, accreditation, records-management, accessibility, and privacy requirements is preferred. Experience producing institutional communications, newsletters, websites, briefing materials, and data-informed reports is highly desirable.
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