Administrative Specialist III - Surgery Chair Office

Classification Title:

Administrative Specialist III - Surgery Chair Office

Classification Minimum Requirements:

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

Job Description:

Support the Chair for the Department of Surgery

• Develops and maintains an understanding of the requirements and priorities unique to the Chair’s role at the University, within UF Health Shands, and externally within the community, state, and nationally.
• Maintains the Chair’s calendar with accuracy, including scheduling group and individual meetings.
• Coordinates the Chair’s activities with those of other Chairs, Deans, Directors, Vice Presidents, and others across campus and external to the University of Florida.
• Manages travel for the Chair, including completing required forms, submitting approvals, booking reservations, maintaining and saving receipts, and entering all items into UFGO and the surgery database.
• Manages the flow of information in and out of the Chair’s office by reviewing, responding to, and/or disseminating all written and electronic communications as necessary to facilitate timely responses by the Chair. Independently responds to correspondence when appropriate, drafts communications requiring the Chair’s signature, and redirects phone calls to clinical areas as needed.
• Drafts letters of support and recommendation for residents, medical students, fellows, and internal and external faculty for awards and promotions; coordinates submission deadlines.
• Maintains faculty and divisional chief meetings, including establishing the agenda, preparing slides, creating calendar invites with Zoom links and/or room reservations, and maintaining meeting minutes as appropriate.
• Maintains the Chair’s CME certification.
• Coordinates presentations for visiting speaker engagements.
• Handles reimbursements for the Chair’s expenditures and maintains an expense spreadsheet reflecting reimbursements and out-of-pocket expenses.
• Maintains and pays membership dues, including all associated accounting processes.
• Manages travel for the Chair’s research lab residents and students.
• Schedules and organizes events at the Chair’s request, including the annual Chief Resident farewell dinner, Vascular Surgery Fellow farewell dinner, new intern and MS4 student welcome reception, new faculty welcome reception, and tailgates.
• Coordinates visits and schedules for high-level recruits when the Chair serves as a search committee chair appointed by the Dean, as well as for faculty and distinguished professors within the department, as required. This includes scheduling meetings with leadership, arranging travel and accommodations, creating itineraries, and providing necessary support.
• Manages travel arrangements, itineraries, funding, and reimbursements related to faculty recruitment.
• Updates and maintains the Chair’s CV and provides copies upon request.
• Manages faculty requests for time away as needed.
• In the absence of the Chair, directs administrative aspects of the Department of Surgery and addresses faculty administrative concerns.

Support the Vice Chair for the Department of Surgery

• Maintains the Vice Chair’s calendar with accuracy, including scheduling group and individual meetings.
• Manages travel for the Vice Chair, including completing required forms, submitting approvals, booking reservations, maintaining and saving receipts, and entering all items into UFGO and the surgery database.
• Handles reimbursements for the Vice Chair’s expenditures and maintains an expense spreadsheet reflecting reimbursements and out-of-pocket expenses.
• Maintains and pays membership dues, including all associated accounting processes.
• Administers requests for time away as needed.
• Assists with drafting letters of support and recommendation for students, interns, and other personnel as needed.

Departmental Administrative Support

• Directly supervises and coordinates work assignments for the Administrative Specialist II.
• Composes and distributes departmental correspondence.
• Maintains departmental distribution lists in Outlook.
• Maintains faculty and staff lists, phone lists, and contact sheets, and distributes them.
• Assists with the preparation of, provides input for, and monitors the operating budget for the Chair’s Office.
• Manages and reconciles P-Card transactions.
• Maintains policy manuals; assists with policy interpretation; drafts and edits new and revised policies; and distributes them to the department.
• Assists department administrators and faculty with faculty evaluation