| Job Description: |
The University of Florida, College of Medicine (COM) is seeking a Manager of Administrative Services for the Quality and Patient Safety initiative (QPSi) to coordinate the administrative activities of the QPSi. Reporting to the Director of Operations and Strategy, this position serves as primary communication expert for the Executive Director, QPSi, conducts and oversees special projects assigned by QPSi leadership, and assists with the design, development, evaluation, and implementation of administrative policies and procedures to improve workflow and enhance productivity.
The successful incumbent will play a key role in establishing operational goals and managing strategic initiatives, as assigned by the Executive Director and Director. These responsibilities require managing and integrating activities across QPSi and interacting with individuals across the College of Medicine, UF Health Science Center, the University of Florida, UF Health, and representatives of external state, federal, and local organizations.
About This Role:
Administrative Leadership and Strategic Support
- Act as the primary point of contact and interface on behalf of the Executive Director, representing QPSi in communications with senior UF Health leaders and other internal and external stakeholders.
- Coordinate and manage all administrative activities across the QPSi.
- Oversee implementation of administrative policies and procedures to enhance workflow and productivity.
- Assist with the design, development, and evaluation of strategic initiatives.
- Support the Director of Operations & Strategy in managing operational goals and institute-level priorities.
- Conduct and oversee special projects assigned by QPSi leadership.
- Serve as the administrative lead for QPSi’s IT needs, facilitating timely support and system access in collaboration with UF COM IT leadership.
Operations and Program Management
- Oversee key operational functions across QPSi, including administrative staffing and fiscal activities. Provide strategic direction in resource management and serve as the primary liaison with the College of Medicine Human Resources and Finance offices.
- Direct HR planning and staffing strategy to ensure appropriate resourcing for QPSi’s mission and project portfolio.
- Lead all hiring, onboarding, and staff development processes in collaboration with program managers.
- Manage and directly supervise the QPSi administrative core team, establishing priorities, setting performance expectations, and driving operational excellence.
- Support the development and tracking of administrative budgets and internal grants, ensuring alignment with university fiscal policies and QPSi goals.
Project and Initiative Coordination
- Lead administrative planning and logistics for QPSi meetings, strategic initiatives, and internal events.
- Ensure that key projects and stakeholder engagements are efficiently supported and executed.
- Oversee meeting planning and coordination for QPSi committees and initiatives, ensuring agendas, materials, and follow-up actions are strategically aligned and timely.
- Support cross-functional project implementation by facilitating collaboration, tracking progress on deliverables, and ensuring timely execution of key milestones.
- Manage the logistics and execution of QPSi-sponsored events and initiatives, ensuring seamless coordination with stakeholders and alignment with QPSi’s mission.
About COM's Quality and Patient Safety Initiative (QPSi):
The UF College of Medicine's Quality and Patient Safety Initiative (QPSi) is dedicated to enhancing patient care quality and safety through innovative research, education, and collaboration. This initiative focuses on implementing evidence-based practices, advancing patient safety initiatives, and fostering a culture of continuous improvement within the College of Medicine.
QPSi's mission is to drive excellence in healthcare delivery by integrating clinical expertise, data-driven insights, and cutting-edge technology. The initiative engages healthcare professionals, students, and stakeholders in efforts to elevate patient care standards and outcomes.
For more information about the Quality and Patient Safety Initiative, visit UF College of Medicine's QPSi.
We Offer Exceptional Benefits:
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
About Gainesville, Florida:
Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.
Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!
For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds
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| Preferred: |
The ideal candidate will possess:
- Experience working with multi-disciplinary teams such as AI Data Scientists, Nurse Navigators and Clinical Subject Matter Experts.
- Knowledge of the appropriate state of Florida/College of Medicine/University of Florida/Health Science Center/Institute rules and regulations.
- Familiarity with the mission and scope of large academic medical initiatives, including focuses on artificial intelligence, simulation, and operational excellence in healthcare.
- Experience working as an administrative assistant to a senior management level position, preferably in a health science academic office.
- Working knowledge of, or interest in developing familiarity with, project management platforms including Microsoft Teams, Microsoft Project, etc.
- Driven by a service of excellence; adept at anticipating needs or next steps.
- Experience in building and maintaining effective working relationships with a wide range of internal and external stakeholders to support collaboration and shared goals.
- Communicates effectively and tactfully, both verbally and in writing, with the public and the office.
- Interacts with the public in a professional and courteous manner.
- Effectively plans, organizes, and coordinates work assignments. Re-arrange tasks as required by changing priorities.
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