Administrative Specialist II (Division of Cardiology)

Classification Title:

Administrative Specialist II

Job Description:

The University of Florida College of Medicine – Jacksonville (UF COM-J) invites applications for the position of Administrative Specialist II in the Division of Cardiology .

This position provides advanced administrative support to the division and serves as the principal assistant for the chief’s office. The incumbent anticipates the executive’s needs, proactively solves problems, and can independently handle issues. The position is also responsible for providing advance administrative support, expertise, and coordination of academic personnel-faculty affairs activities for the division. The incumbent will serve as a liaison between the office of the chief and the UF COM-J Administrative Affairs Office for all academic personnel-faculty affairs related actions.

Duties and responsibilities include:

Performs broad range of administrative activities in the division and provides direct support to the chief and administrative director.

• Plans and schedules complex calendar(s) with limited or no consultation, resolves calendaring conflicts. Negotiates and manages the needs of individuals or groups requesting time with the chief and director, independently committing his/her time.
• Acts on behalf of the supervisor in regard to establishing priorities and identifying and resolving problems that are administrative in nature. Uses independent judgment to keep supervisors informed of all matters that require his/her attention.
• Serves as the liaison to various internal and external constituencies. Independently prioritizes, plans, coordinates and/or oversees logistics and conferences with individuals and entities internal and external to the division.
• Composes correspondence; develops, reviews and edits presentations and documentation; independently researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision-making purposes.
• Manages complex business travel in compliance with unit, university, and sponsor policies.
• Prepares reports and analyses and identifies adverse trends and make appropriate recommendations or conclusions.
• Manages multiple projects simultaneously. Ensure deadlines are met.
• Organizes, coordinates, and implements Division specific events.
• Perform other duties and/or projects as assigned by chief and administrative director.

Serves as division liaison to and works closely with the UFCOM-J Office of Administrative Affairs in the performance of a broad range of administrative and academic personnel-faculty affairs related functions.

• Faculty Recruitment
  • Coordinate faculty searches with the division chief, administrative director, staff assistants and search committees to ensure compliance with division, college, university, state (sunshine law) and federal EEO regulations.
  • Prepares job postings including posting jobs and monitor applicants for search committee(s).
  • Compiles information regarding UF, UF Health and the Jacksonville community for prospective job candidates.
  • Facilitates transition of successful hires from recruiting to onboarding. Ensures compliance with University, division, college HR policies, as well as applicable state and federal laws throughout the hiring and onboarding process.
• Faculty Appointments
  • Manages the faculty appointment process including request for offer letters, receiving, reviewing, and ensuring the accuracy and completeness of documents necessary to hire.
  • Coordinate Medical Staff Credentialing and Practice Plan Enrollment to ensure that faculty members are appropriately credentialed and enrolled.
• Promotion and Tenure
  • Assist the chief, director and faculty members in all aspects of the faculty promotion process. Ensure that faculty promotion packets are complete and satisfactory prior to submission and within established deadlines.
• Additional Academic & Administrative Support Functions
  • Assists the chief in developing and executing new and/or special faculty-related initiatives.
  • Manages the UF faculty leave administration process.
  • Managed requests for all faculty job actions, ensuring timely submission and complete documentation of FTE changes, terminations, title changes etc.
  • Educates and informs faculty and divisional personnel about faculty affairs policies and procedures.
  • Responsible for asset management of UF equipment and space allocation.
  • Maintains and advise faculty on faculty effort reporting process.

Expected Salary:

Expected starting salary $50,000; commensurate with education and experience. As a University of Florida employee, you will be eligible for a great benefits and rewards package. For more information, please visit https://benefits.hr.ufl.edu/my-benefits/explore/eligibility/teams-usps/

Minimum Requirements:

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

Preferred Qualifications:

• A successful candidate will have a mature, positive, and helpful nature, will bring enthusiasm, customer service and commitment to administrative work and will be able to work in a dynamic and fast-paced environment.
• Ability to work independently and as part of a team, manage priorities, multi-task, problem solve and exercise good judgement in a dynamic and deadline-driven environment.
• Strong data entry skills and ability to use database tools.
• Strong interpersonal skills and ability to communicate effectively at all levels within an organization.
• Ability to maintain positive work atmosphere and handle confidential or sensitive information.
• Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.
• Proven accuracy and attention to detail in work products.
• Experience researching and synthesizing information and communicating it effectively in verbal and written form.

Special Instructions to Applicants:

To be considered for this position, please submit a resume, and cover letter.

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

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required: No