The Administrative Specialist II provides advanced administrative support within an assigned division in the Department of Pediatrics in support of clinical, research, and academic programs. This position independently manages a broad range of operational, fiscal, human resources, recruitment, and clinical support functions while establishing work priorities, coordinating daily administrative operations, and exercising considerable judgment and discretion in interpreting and applying University and departmental policies and procedures. The incumbent serves as a primary liaison between departmental leadership, faculty, staff, functional support teams, University departments, and external stakeholders to ensure efficient, compliant, and effective operations. The Administrative Specialist II provides comprehensive administrative support to all faculty and staff within the assigned division(s).
About this Role:
Administrative Coordination & Division Support
Provides advanced 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. Maintains confidential files and communications, assists with
strategic initiatives and special projects, and coordinates administrative activities on behalf of divisional
leadership. Exercises independent judgment in prioritizing requests, resolving administrative issues, and
facilitating communication between faculty, staff, departmental leadership, University departments, and
external organizations. Coordinates provider call schedules in collaboration with Division Chiefs and clinical
leadership to ensure appropriate clinical coverage. Develops, maintains, and updates provider call
schedules within Epic On-Call and other scheduling systems, ensuring schedules accurately reflect clinical
assignments and coverage needs. Communicates provider schedules and clinical coverage updates to
Division Administrators, Clinic Managers, centralized scheduling teams, and other stakeholders in
accordance with departmental and institutional policies and procedures. Identifies scheduling conflicts,
coordinates schedule changes, and works collaboratively with leadership to maintain continuity of patient
care and clinical operations
External Clinical Contract Administrative Support
Provides administrative support for external clinical contracts and applicable programs. Coordinates the
preparation, compilation, submission, and tracking of all quarterly, annual, and other required deliverables
as outlined in contract requirements. Works closely with the Medical Director(s), Division Administrator,
faculty, and departmental staff to ensure all contractual obligations, reporting requirements, and deadlines
are met. Coordinates contract-related meetings, maintains required documentation, tracks program
activities and milestones, prepares supporting reports, and serves as the primary administrative liaison
between the division and internal and external stakeholders. Assists with monitoring contract compliance
and supports implementation of program changes and reporting requirements throughout the contract
period.
Recruitment, Human Resources & Faculty Affairs
Coordinates faculty, provider, and staff recruitment and onboarding activities, including interview
scheduling, candidate itineraries, travel arrangements, onboarding documentation, workspace preparation,
information technology requests, and access credentials. Serves as a departmental resource regarding
hiring, onboarding, payroll deadlines, leave administration, PTO, FMLA, and other human resources
processes. Enters faculty time, reviews payroll reporting for providers and staff, and supports faculty affairs
activities including annual evaluations, promotion and tenure, credentialing, licensure renewals, and
educational programs.
Fiscal Administration & Procurement
Coordinates divisional fiscal and purchasing activities in accordance with University and departmental
policies. Utilizes UFGO to process travel requests, expense reimbursements, and user access requests.
Serves as a PCard holder and/or reconciler by processing and reconciling transactions, submitting
exemption requests, and ensuring compliance with purchasing requirements. Processes purchases
through UF Marketplace; obtains quotes, purchase orders, verifies funding sources, submits invoices for
payment, tracks operational expenses, orders office and operational supplies, and interprets University
procurement, fiscal, and purchasing policies to ensure compliance.
Cross-Divisional Administrative Support & Special Projects
Provides advanced administrative support and cross-coverage for other divisions within the Department of
Pediatrics 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 departmental initiatives, performs complex administrative projects, supports
process improvement efforts, and completes additional assignments as directed by the Division
Administrator and/or Division Chief.
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