Reporting dually to the Associate Director, Finance and the Associate Director, Personnel Administration, this position serves as the Assistant Director, Academic Administration. This position plays a critical role in supporting the Department of Anesthesiology’s academic mission by overseeing key administration functions related to faculty affairs, professional development, and operational support while effectively managing financial oversight for numerous allowances, events, and projects. This position continuously develops and implements services, policies, practices, and systems to increase organizational effectiveness and will serve as the main point of contact and overseer of the Faculty Support Solutions team as well as Office of Faculty Affairs and Professional Development in support of the Department’s clinical, educational, and research missions.
Administrative: Assists the department chair with coordinating and managing the department’s tenure and promotion process, mid-cycle review for tenure-accruing faculty, sustained performance evaluations under the university’s Sustained Performance Evaluation Program (SPEP). Responsible for ensuring that the semester faculty activity reports are complete and authorized in a timely fashion.
Ensures that high levels of customer service are consistently provided by the team to faculty, research, finance, and administrative staff. Shares responsibility to set and achieve team goals by reviewing internal processes and identifying changes or enhancements to systems applications, websites, forms, procedures, etc. Responsible for effective staff management for the Faculty Support Solutions and Office of Faculty Affairs and Professional Development teams, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive and innovative work environment. Works with the department finance team to ensure administrative staff are trained and in compliance with university fiscal policies. Supports and maintains departmental promotions committee, department-specific promotion criteria committee, and mid-cycle review committee. Advises on and ensures that faculty evaluation letters, academic achievements, and faculty CVs are properly documented and maintained in a consistent manner. Evaluates professional development programs and academic support services to continuously monitor and improve services offered. Advises on and coordinates efforts to continuously improve faculty development programs. Oversee the coordination with visiting professors to ensure visits are properly planned and executed. Serves as an honest broker and supervisor of elections when the department faculty vote on department affairs in the department. Coordinates with Associate Director of Finance, faculty, and staff to drive efficient utilization of space and assists with the annual space survey. Assists Associate Director of Finance with IT coordination, tracking, ordering, and deployments. Assists with the development of department alumni programs. Serves as the department’s contact with alumni, scheduling annual meetings as appropriate, and maintains appropriate records, including UFF foundation letters. Serves as main point of contact for department events, including faculty retreats, ASA, staff events, and holiday events.
Meets with staff regularly to check progress, assign tasks, and make sure that the workload is appropriate. Delegating the responsibilities strategically to optimize the team’s performance with programmatic goals to ensure continuous improvement and operational excellence.
Lead initiatives that foster a culture of continuous improvement, professional growth and engagement through regular feedback, recognition programs and employee development support with offering mentoring, training, and clear career progression pathways.
Serves as department liaison for College of Medicine and University of Florida committees. Serves on various committees at the direction of the department chair and administrator or as nominated or asked to serve by the College of Medicine. Serves as main point of contact to coordinate and manage the Department’s promotion and tenure process and mid-cycle review for tenure-accruing faculty and serves as the honest broker for promotion and tenure voting for the department. Serves as a liaison between the department and other departments, University entities and external organizations as a content matter expert. Assists with Maintenance of Certification in Anesthesiology courses and oversees team responsible for implementing simulation courses in local and Regional Programs.
Collaborates with the Associate and Assistant Directors to define and execute special projects for administrative and faculty leaders. Coordinates a variety of meetings, activities, and events. The incumbent will serve as the main point of contact regarding communication with event venue coordinators and participants, determining appropriate amount of space required, selecting/securing a location, distributing materials, and other associated tasks to ensure that the activity is organized and successful. Ensures there is continuous innovation in both Faculty Support Solutions and Faculty Affairs and Professional Development and efforts are monitored, tracked, and modified as necessary.
Acts as primary back-up in the event of team member absence.