Administrative Specialist II - Dept. of Surgery

Administrative Specialist II

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

Coordinate Grand Rounds

• Submits applications for CME credit and management.
• Manages travel, including airfare, accommodations, and meals for the speaker through UFGO.
• Tracks and maintains attendance reports for CME credit and in-person attendance.
• Builds the Grand Rounds schedule with faculty, working with M&M and the education office to ensure all events align.
• Plans travel and facilitate reimbursement for SSA and Quality visiting speakers.
• Maintains room holds in the classroom portal and schedules alternative locations as needed.
• Works with IT to ensure the IT schedule is up to date (needed to ensure day-of IT support and the correct Zoom is launched).
• Creates provider- and resident-specific attendance reports to verify the accuracy of CME records.
• Creates and maintains calendar invites and invitations sent to Surgery faculty and staff, including all proper information and Zoom links for each event.
• Arrives at Grand Rounds at 6:30 a.m. on Fridays they are held to ensure all elements are in place and ready for the presentation.
• Commissions items from the trophy shop for visiting professors.

Office Management/Miscellaneous Department Support

• Mitigates maintenance issues.
• Handles IT requests for Assistant Directors and staff.
• Orders office supplies, stocks supply cabinets and maintains printer and fax machines.
• Troubleshoots printers, appliances, and other equipment.
• Sorts and distributes mail; assembles mailings as needed.
• Anticipates and fulfills secretarial and equipment needs for all new staff members.
• Creates and maintains the organizational chart for the Chair’s office.

Administrative Support for Assistant Directors and House Staff

• Manages travel for Assistant Directors and house staff, including creating fund and travel requests, completing expense reports, and entering accounting into UFGO and the surgery database.
• Processes reimbursements for mileage and other departmental travel expenses.
• Pays membership dues and completes all associated accounting processes for faculty and staff.
• Handles DocuSign requests for clinic managers related to clinic purchases or APP shifts.
• Administers requests for time away as needed.
• Facilitates scheduling and coordination of meetings for Assistant Directors as needed.
• Provides backup support for the Administrative Specialist III for the Chair and Director.
• Assists with policy drafting and organizational management for the department.
• Ensures all personnel are in compliance with University of Florida rules and regulations.
• Assists with recruitment efforts for Assistant Directors and house staff positions.
• Submits contract requests through UF Health Legal Services.
• Assists with strategic plan development and re-evaluation.

Department of Surgery Communications

• Attends bi-weekly meetings with the Chair/Vice Chair and Scott Hunter, Head of Communications, to receive updates.
• Works on website compliance projects and ensures the Department of Surgery is in compliance.
• Monitors social media platforms.
• Funnels content to Scott Hunter.
• Modifies Department of Surgery directory profiles.
• Serves as a backup to Scott Hunter for website edits.

Special Projects and additional duties as determined by the Chair and Director

• Serves as a member of the 1329 Building Committee.
• Serves as the Hospitality Chair for the department.
• Works with the Department of Anesthesiology to plan and execute the annual holiday party.
• Arranges celebrations for the Chair’s suite birthdays and holidays.

$65,000 - $69,000 Annually

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

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