Administrative Specialist II - Senior Leadership Support, Graduate Medical Education

Classification Title:

Administrative Specialist II

Classification Minimum Requirements:

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

Job Description:

The UF College of Medicine’s Office of Graduate Medical Education (GME) is seeking a highly organized and proactive Administrative Specialist II to support the Senior Associate Dean for GME, who also serves as the Designated Institutional Officer (DIO) and Chair of the Institutional Program Review Committee (IPRC). This in-person role is central to the daily operations of the GME Office and plays an important part in fostering collaboration within the GME community. You’ll manage the DIO’s complex scheduling, coordinate high-level administrative functions, and serve as a key liaison with stakeholders across the university, UF Health, and external partners. Success in this position requires strong judgment, initiative, discretion, and the ability to navigate sensitive matters. If you are detail-oriented, personable, and committed to supporting excellence in academic medicine, we encourage you to apply.

More About This Role

Calendar and Meeting Management 

Oversee complex scheduling and calendar management for the Senior Associate Dean and DIO, ensuring alignment with institutional priorities, deadlines, and key GME activities. Coordinate high-level meetings and events with internal and external stakeholders, including leadership across the College of Medicine, UF Health, and affiliated hospitals. Proactively resolve scheduling conflicts, maintain a master calendar of recurring GME deadlines and events, and ensure meeting readiness through agenda preparation, logistical support, and minute-taking. Support committee operations, including Institutional Program Review Committee meetings, and assist with event coordination as needed.

Administrative and Operational Support

Serve as the primary point of contact for the DIO and GME Office, managing communications, coordinating travel for GME leaders, and ensuring high-quality customer service to internal and external stakeholders. Provide advanced administrative support requiring knowledge of university policies and procedures, including handling confidential matters, composing correspondence, and assisting with inquiries. Coordinate resident exam in collaboration with Anaclerio Learning and Assessment Center (ALAC) and program faculty. Assist with day-to-day office functions, including managing the GME inbox, supporting office logistics, and offloading tasks from other team members as needed.

Presentation and Newsletter Production

Create polished presentation materials, briefing documents, and data summaries using tools like Canva. Lead production of the monthly GME newsletter in collaboration with GME team and maintain presentation templates and slides for institutional meetings. Help ensure GME communications are timely, consistent, and aligned with college and institutional priorities.

Special Projects and Process Improvement

Assist the DIO with special initiatives by compiling data, drafting reports, and supporting project execution. Lead logistics and planning efforts for operational transitions, including coordinating office relocations with minimal disruption to ongoing activities.

More About Us

The Graduate Medical Education (GME) Office at the University of Florida College of Medicine plays a critical role in advancing the institution’s mission to educate and inspire the next generation of physicians. Supporting more than 100 residency and fellowship programs, our office is dedicated to fostering an environment where trainees can grow into independent physicians, scholars, and leaders. Through a focus on high-quality, compassionate, and innovative patient care - as well as research, education, and continuous improvement - we strive to reduce healthcare disparities and enhance the well-being of the patients and communities we serve. At UF, GME is a community effort: from program directors and coordinators to faculty and housestaff, each member contributes to a culture of excellence, collaboration, and professional development that shapes the future of medicine.

We Offer Exceptional Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance 
• Life and Disability Insurance 
• Generous retirement options to secure your future
• Comprehensive Paid Time Off Packages (includes over 10 paid holidays, as well as paid family, sick and vacation leave) 
• Personal and Professional Development Opportunities
• Tuition Assistance (UF Employee Education Program)
• Public Service Loan Forgiveness (PSLF) 

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