Administrative Specialist I

The Department of Community Health and Family Medicine at the University of Florida’s College of Medicine is seeking an Administrative Specialist I (working title Operations Supervisor) to support the Mobile Outreach Clinic (MOC). This position supports clinic operations by coordinating clinic location scheduling, working with community partners, and assisting with the day-to-day activities of MOC programs, including urban and rural outreach, OBGYN services, homeless outreach and street medicine, and the Hepatitis C program. The Operations Supervisor will maintain communication with partner organizations and co-located clinic sites, assist with grant prospecting and management, support donor correspondence, and serve as a point of contact for operational issues requiring coordination across UF and UF Health. This role provides an opportunity to support community-based healthcare services through operational coordination and collaboration. This is a part-time 20-hour-per-week position. Joining MOC means contributing to an innovative, community-driven approach to healthcare. If this speaks to you, we encourage you to apply!

This is a part-time 20-hour-per-week position with the Mobile Outreach Clinic within the Department of Community Health and Family Medicine. The Department of Community Health and Family Medicine at the University of Florida’s College of Medicine invites applications for an Administrative Specialist I (working title Operations Supervisor) to support the Mobile Outreach Clinic (MOC). This position provides operational oversight for all MOC programs, including urban and rural outreach, OBGYN services, homeless outreach and street medicine, and the Hepatitis C program, and requires regular coordination across multiple clinical sites and partner organizations.

The Operations Supervisor is responsible for managing clinic location scheduling, coordinating clinic openings and closures, and maintaining consistent communication with community partners and co-located clinic sites. The role requires independent judgment to address operational issues, shifting priorities, and time-sensitive needs across programs. Additional responsibilities include maintaining contracts and Memoranda of Understanding (MOU) with clinic sites; coordinating with inventory and marketing staff to ensure adequate supplies, compliance, and accurate public-facing materials; assisting with grant prospecting and reporting requirements; managing donor correspondence; and providing administrative support to the Medical Director and the broader MOC team. This position requires strong organizational skills, attention to detail, and the ability to manage complex workflows involving multiple stakeholders while ensuring operational continuity across UF and UF Health.

Community Outreach and Stakeholder Engagement:

• Attend meetings with local partners and agencies to represent the MOC and strengthen community connections.
• Communicate with community partners to gather requirements for requested MOC services, assess the appropriateness of events, and connect partners with other UF resources as needed.
• Serve as the lead contact for clinic schedules and closures, providing updates to staff, volunteers, and clinic sites.
• Maintain ongoing communication and active relationships with key stakeholders and community partners.
• Regularly assess community needs and build relationships with potential new clinic sites.
• Maintain contracts and Memoranda of Understanding for each clinic site, including any UF-approved data-reporting requirements for co-located locations.
• Collaborate with the MOC Inventory Manager to ensure appropriate supplies and outreach materials are available for events.
• Work with MOC Marketing staff to design and update outreach flyers and public-facing print and online materials.

Grant Prospecting and Reporting Management

• Assist with identifying grant and philanthropy opportunities and tracking due dates and reporting requirements.
• Maintain a list of MOC donors and assist with preparing and sending appreciation correspondence.
• Work with the MOC Assistant Medical Director to provide administrative and grant writing support as needed.

Administrative Support

• Assist the MOC Medical Director with daily operational needs to support office and clinic workflow.
• Collaborate with MOC Marketing staff on content development for the MOC Annual Impact Report.

Other Duties

• Additional responsibilities may be assigned based on office and clinic needs.

About Mobile Outreach Clinic

The UF Mobile Outreach Clinic (MOC) has been a cornerstone of community health in North Central Florida since 2010. Operating from a retrofitted mobile clinic bus, MOC delivers free, high-quality primary care and specialty services directly to neighborhoods, eliminating common barriers to care, such as transportation and distance to medical facilities. MOC serves individuals regardless of ability to pay and prioritizes low-barrier, community-centered access for underserved populations. MOC offers a wide range of services, including routine physicals, chronic disease management, reproductive health screening, mental and behavioral health services, specialty services such as OB/GYN and neurology, referrals to social services, and care coordination to link patients with additional community resources. The clinic's flexibility and mobility enable MOC to serve both urban and rural areas, making it a vital resource for patients in Gainesville and the surrounding counties. Please visit https://outreach.med.ufl.edu/ for more information.

At Community Health and Family Medicine and its divisions, everyone belongs, grows, and thrives!

Up to $25.00 per hour

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

• Experience with Microsoft Office programs, including Word, Excel, and Outlook, in a professional work environment
• Experience with proofreading, editing, and preparing professional documents, correspondence, and reports with a high level of accuracy and attention to detail
• Ability to communicate effectively, verbally and in writing, with internal teams, community partners, and external stakeholders
• Advanced understanding of office operations and mobile clinic workflows, including coordination across multiple sites and programs
• Knowledge of general grant requirements, grant prospecting, and compliance with reporting timelines
• Financial acumen for tracking, documenting, and reporting donated and grant-funded funds
• Experience with grant management systems and or donor tracking software
• Leadership or management experience in nonprofit, healthcare, or community-based organizations
• Knowledge of and experience in maintaining professional relationships with key health and social service stakeholders in North Central Florida

For your application for this position to be considered complete, you must upload a resume and a cover letter. Satisfactory criminal, educational, and experience checks are part of the pre-hire process.

• Availability to work Wednesday (12–4), Thursday (8–4), and Friday (8–4), with required monthly Monday
• Ability to reliably transport oneself to and from work locations.
• Ability to carry supplies, equipment, and outreach materials as needed for clinic operations.
• Ability to sit and stand for extended periods in both office and mobile clinic environments.
• meetings and occasional evening or weekend events.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See UF’s Veteran's Preference Page for more details.

Please submit your application https//jobs.ufl.edu/ for requisition #538593

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