Administrative Specialist III

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

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.

• Maintain high professionalism and discretion when handling sensitive matters.

• Coordinate and manage the Chair’s complex calendar, including scheduling meetings, conferences, and travel arrangements.

• Ensure the Chair is fully prepared for meetings by compiling agendas, supporting materials, and relevant background information.

• Monitor deadlines, deliverables, and projects assigned to the Chair, ensuring timely completion.

• Manage departmental records and confidential information, ensuring compliance with organizational and regulatory requirements.

• Process reimbursements, expense reports, and travel documentation for the Chair.

• Collaborate with departmental leaders and administrative staff to ensure smooth operations and alignment with the Chair’s priorities.

• Update and maintain the Chair’s biographical sketch and supporting documents required for grant applications and funding submissions.

• Serve as a backup for faculty promotion and tenure processes, ensuring compliance with UF Faculty Affairs guidelines, communicating requirements, and tracking deadlines.

Clinical Practice Management

• Manage the Chair’s clinical practice by scheduling outpatient clinic appointments, surgical cases, and ancillary diagnostic tests.

• Coordinate patient referrals with Radiology, Neurology, ENT, Orthopedics, The Cancer Institute, and other services as needed.

• Arrange hospital admissions, including providing diagnostic, procedural, and insurance-related information. Communicate with patients as needed regarding insurance authorizations.

• Obtain authorizations for emergency and add-on cases.

• Ensure follow-up appointments are scheduled and assist with patient questions.

• Accompany the physician to the Neurosurgical Specialties Clinic and interact directly with patients.

Administrative Duties for Chief Medical Officer Role

• Provide comprehensive administrative support for the Chief Medical Officer role, including managing schedules, correspondence, and operational priorities.

• Coordinate meetings, prepare reports and presentations, and handle sensitive information with discretion.

• Facilitate communication between the Chief Medical Officer and internal/external stakeholders, proactively addressing administrative needs and supporting departmental initiatives.

Special Projects for Chair

• Support the Chair with special projects and initiatives, including research efforts, report preparation, and cross-departmental collaborations.

• Update and maintain the Chair’s biographical sketch and other documents essential for grant applications and funding submissions.

• Manage additional projects, reports, and tasks assigned by the Chair.

$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 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.
•Knowledgeable of Pcard and UFGO.

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