Administrative Specialist III

Administrative Support for Department Chair
-Serve as the primary contact for the Chair, managing communication and acting as a liaison between the Chair and internal/external stakeholders.
-Act as a key resource to resolve issues, anticipate challenges, and proactively identify solutions to administrative and operational needs.
-Maintains high professionalism and discretion in managing sensitive matters.
-Coordinate and maintain the Chair’s complex calendar, including scheduling meetings, conferences, and travel arrangements.
-Ensure the Chair is prepared for meetings and engagements by compiling agendas, supporting materials, and background information.
- Monitor deadlines, deliverables, and projects assigned to the Chair, ensuring tasks are completed on time.
-Manage departmental records and confidential information, maintaining compliance with organizational and regulatory policies.
- Process reimbursements, expense reports, and travel documentation for the Chair.
-Collaborate with other departmental leaders and administrative staff to ensure smooth operations and alignment with the Chair’s priorities
- Updates and maintains the Chair’s biographical sketch and supporting documents essential for grant applications and funding submissions.
-Will assist as the back-up with faculty promotion and tenure packets, ensuring compliance with UF Faculty Affairs guidelines, communicating specific requirements, and keeping faculty informed of key deadlines and milestones.

Special Projects for Chair
- Support the Chair with special projects or initiatives, including research, report preparation, and cross-departmental collaborations.
-Updates and maintains the Chair's Bio Sketch and other essential documents required for grant applications and funding submissions.
-Manage other projects and reports that are assigned by the Chair

Administrative Duties for Chief Medical Officer Role
-Provides comprehensive administrative support to the Chief Medical Officer, ensuring efficient management of their schedule, correspondence, and operational priorities. Assists in coordinating meetings, preparing reports and presentations, and handling sensitive information with discretion. Plays a key role in facilitating communication between the Chief Medical Officer and internal/external stakeholders, while proactively addressing administrative needs and contributing to the success of departmental initiatives.

$61,350-$69,700

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

• Familiarity with Microsoft applications; Word, Excel, Access, PowerPoint 
• Working knowledge of desktop publishing layout and design
• Knowledge of general office procedures and practices
• Good grasp of the English language (grammar, spelling, punctuation)
• Ability to transcribe dictation
• Ability to compose own correspondence and edit that of others
• Ability to organize and prioritize workload
• Ability to get along with others
• Ability to multitask and handle several events at a given time
• Knowledge of Pcard and UFGo

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