Administrative Spec II

Classification Title:

Administrative Spec II

Classification Minimum Requirements:

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

Job Description:

The Department of Medicine, Division of Nephrology is seeking a full time Administrative Spec II. This position will provide Administrative Support to the Division of Nephrology, Hypertension & Renal Transplant. The incumbent represents the Division of Nephrology, Hypertension & Renal Transplant to internal and external collaborators, including but not limited to: DCI, donors/program sponsors, department units, division faculty/staff/students, and outside speakers. Working in concert with the Division Chief and Vice Chair for Admin and Finance/Director of Clinical Operations.

Essential Functions;

Administrative & Operational Support – 
• Establishes work priorities, sets deadlines, and manages daily office operations- Like coordinate faculty and staff travel arrangements including booking flights, lodging, and event registrations. Prepare detailed itineraries and collect necessary documentation for reimbursements or payments. Interprets federal and state laws, ensuring compliance with university and department polices.
• Establishes work priorities, sets deadlines, and manages daily office operations.
• Serves as a point of contact and liaison to the public and other university departments.
• Provides advance administrative support to chairs or ast. director, acting on supervisor’s behalf when needed.
• Manage applications and renewals for memberships, licenses, subscriptions, inventory, mail and equipment oversees Faculty security.
• Process purchasing requests including quote collection and item research when needed.
• Order and reconcile expenditures/payments related to memberships, licensure, travel, subscriptions, and operational needs.
• Maintain detailed accounting records for all transactions and reconcile expenses regularly.
• Perform confidential or non-routine administrative duties. Manage personal and divisional PCard(s) in full compliance with university and department policies.

Faculty Recruitment – 
• Coordinate and manage travel logistics for prospective faculty candidates.
• Prepare recruitment itineraries and escort candidates as needed during campus visits.
• Process reimbursements and payments related to recruitment activities.

Financial/Budget Monitoring –
• Monitor the division’s annual budget and track expenses, including faculty allowances.
• Proactively identify potential budget issues and communicate them to leadership.
• Assist in the submission of fiscal commitment forms and productivity proformas for new clinical hires.
Faculty Evaluations and Promotion Support – 5%
• Assist Division Administration in compiling materials for annual evaluations and promotion/tenure submissions.

General Faculty Support –
• Collaborate with division support staff to ensure faculty needs are met across clinical, research, and academic domains.
• Provide direct back-up support during staff absences.

Compliance and Credentialing –
• Track and ensure faculty/staff completion of all mandatory annual trainings (Billing, Compliance, etc.).
• Maintain up-to-date records of faculty & App’s licenses including Florida Medical Licenses and DEA registrations.

Expected Salary:

$45,000 - $58,100 Annually

Required Qualifications:

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

Preferred:

Experience managing clinical practices.  Coding and medical insurance background is preferred. Excellent interpersonal skills and the ability to prioritize and effectively communicate verbally and in writing. Coordinates multiple tasks and work independently and productively in a fast paced, deadline oriented environment. Experience with PeopleSoft related to UF Accounting Systems, Purchasing and Disbursement Services and Time and Labor. Experience with desktop applications like Outlook, MS Word, and Excel, Access, Adobe Acrobat

Special Instructions to Applicants:

In order to be considered, you must upload your resume.

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

Health Assessment Required: No