Administrative Specialist III

Bachelors degree in an appropriate area and five years of relevant experience; or an equivalent combination of education and experience.

The Department of Pediatrics is seeking an enthusiastic and highly skilled Administrative Specialist III to serve as the primary administrative partner to the Chair and Director of the department. As the central point of contact in the Chair’s Office, this position is both highly visible and deeply impactful, playing a key role in the daily operations, communications, and strategic planning efforts of a nationally recognized department. You’ll collaborate with internal stakeholders and external partners to ensure efficient workflows and effective communication across clinical, academic, and research initiatives.

About This Role:

Calendar Management, Coordination & Program Meetings Scheduling

• Take the lead in orchestrating the busy and complex calendars of the Chair and Director, managing everything from high-level multi-party meetings to major departmental events. You’ll play a key role in planning and executing signature occasions such as Pediatrics Science Day, faculty and division chief candidate visits, and staff recognition events, helping shape the department’s culture and collaboration across the health system.

Division Office Manager Oversight

• Serve as a valued resource and provide support for office managers across all pediatric divisions. Provide guidance, troubleshoot issues, and promote consistency in scheduling, and evaluation processes. Your efforts will drive streamlined operations and ensure departmental standards are met and exceeded.

External Communication

• Be the voice of the Chair’s Office. Draft, transcribe, and prepare official communications, meeting agendas, and internal correspondence. Keep leadership in the loop and facilitate effective connections between the Chair, Directors, and divisional staff—ensuring clarity, responsiveness, and professionalism in every exchange.

Travel

• Plan and manage travel for the Chair and Director, from authorizations to reimbursements. Ensure every itinerary and report complies with university and state regulations, allowing leadership to focus on their mission without missing a beat.

Faculty Evaluations

• Support the faculty evaluation process by gathering essential documentation, updating performance data, and coordinating annual input across all key academic areas—education, clinical, research, and administrative. Contribute to informed decisions that shape faculty development.

Budget, Reporting, and Confidential Data Maintenance Activities

• Provide leadership with accurate data and clear insights. Pull and prepare financial and personnel reports using systems like Enterprise Analytics and PeopleSoft. 

$68,000 - $78,000; commensurate with education and experience.

Bachelors degree in an appropriate area and five years of relevant experience; or an equivalent combination of education and experience.

• Thorough Knowledge of Regulations: Familiarity with applicable rules and regulations from the State of Florida, the College of Medicine, the University of Florida, and the UF Health Science Center.

• High-Level Administrative Support Experience: Previous experience providing administrative support to senior management, preferably within an academic health science environment.

• Advanced Technical Proficiency: Strong skills in Microsoft Excel, Word, PowerPoint, and Adobe, with the ability to create polished documents, presentations, and reports.

• Commitment to Service Excellence: Demonstrates a proactive, solutions-oriented mindset and consistently anticipates needs and next steps.

• Data Collection Expertise: Knowledge of standard methods and best practices for collecting and organizing data.

• Collaborative and Professional Relationship Management: Proven ability to establish and maintain effective working relationships both within the Office of Finance and Administration and across departments.

• Effective Communication Skills: Communicates clearly, professionally, and tactfully in both verbal and written formats, ensuring positive interactions with internal and external stakeholders.

• Public Interaction with Professionalism: Maintains a courteous and professional demeanor in all public-facing interactions.

• Adaptability and Continuous Learning: Quickly learns new tools, systems, and procedures in response to evolving office needs.

• Self-Motivated and Independent Work Ethic: Works independently with minimal supervision while maintaining accountability and high productivity.

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

The University of Florida is committed to providing equal employment opportunities for all qualified individuals. If you require an accommodation due to a disability to apply for this position, please contact the ADA Office at (352) 392-2477 or the Florida Relay System at (800) 955-8771 (TDD). For more information, visit the UF ADA Compliance website: https://ada.ufl.edu.

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