Administrative Specialist I

Classification Title:

Administrative Specialist I

Classification Minimum Requirements:

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

Job Description:

Administrative Support 

• Serves as the primary administrative contact for the Division of Plastics. Coordinates across the Surgery department, College of Medicine, UF Health and University of Florida as needed
• Supports the division chief and faculty with calendar management, meeting scheduling, agenda preparation, etc.
• Prepare and coordinate itineraries and meetings related to faculty recruitment
• Submit IT and Facilities support requests on behalf of the division
• Prepare documents, correspondence, reports, presentations and other needs as directed by the division chief or in support of the faculty

Travel, Fiscal and Budget 

• Coordinates all UFGO related activities (travel requests, travel arrangements and processing reimbursements) for the division
• Tracks faculty professional development allowance (PDA) usage
• Orders supplies as needed by the division and processes the related expenses
• Processes division related expenses and faculty related expenses (PDA, certifications, licensure and other faculty supported expenses)
• Assists with the annual budget process by determining the division’s expected expense needs for the upcoming budget year

Call Schedule and Leave Process

• Manages the division’s call schedule process.  Works with the division chief to finalize the approved call schedule.  Enters the call schedule into EPIC
• Manages the division’s Request for Time Away (RTA) process.  Ensuring division chief approval, clinical notification and enters UF provider leave into PeopleSoft

Faculty Eval & P&T

• Supports faculty with their annual evaluations
• Assists faculty with their promotion and tenure packets

Other duties as assigned/ 

Expected Salary:

$19.25 - $25.25 per hour.

Required Qualifications:

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

Preferred:

• Proficiency in Microsoft Office Suite, PeopleSoft, UFGo, myUFLMarketplace 
• Knowledge of university and state rules, regulations, policy, and procedures pertaining to fiscal transactions
• Experience in supporting top level executives within higher education.
• Extensive knowledge of administrative and office management principles and practices
• Excellent written and oral communication skills.
• Ability to work well with all levels of internal staff as well as outside stakeholders and staff within the Division of Plastic Surgery.

Special Instructions to Applicants:

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

Health Assessment Required: No