Inside Higher Ed
Job Details
Job No:
538295
Work Type:
Full Time
Location:
Main Campus (Gainesville, FL)
Categories:
Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:
29050900 - MD-PULMONARY MEDICINE
Job Description The Administrative Specialist II role serves as a key operational partner within the Department of Medicine's Division of Pulmonary, Critical Care, and Sleep Medicine, providing comprehensive administrative support to the Division Chief, Assistant Director, and divisional medical directors. This highly visible role ensures seamless coordination of divisional operations, including executive scheduling, event and meeting management, faculty promotion and tenure support, fiscal processing, purchasing, and travel administration. The position acts as a central hub for communication and workflow, maintaining strict confidentiality while managing sensitive information and supporting the daily needs of faculty, staff, and fellows. Excellence in customer service— in‑person, over the phone, and through email—is essential, as the role frequently interacts with internal and external stakeholders. The ideal candidate is an adaptable self‑starter with strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast‑paced environment. A proactive approach to problem‑solving, sound judgment, and the ability to communicate clearly and professionally are critical to success in this position.
Administrative Support to Division Chief, Assistant Director and Medical Directors
Develop and maintain understanding of the requirements and priorities unique to the Division of Pulmonary, Critical Care & Sleep Medicine and the Chief, Division Administrator and Medical Directors. Coordinate their respective activities with those of the Department, College, Hospital, faculty, staff, and individuals outside the University. Manage the flow of all information in and out of the office, both paper and electronic information. Independently manage projects for those supported to ensure that projects stay on schedule. Review all incoming correspondence, prioritise, and delegate information to others as appropriate.
Maintain a professional environment for the Division of Pulmonary, Critical Care & Sleep Medicine Chief’s office. Design and implement processes for the efficient functioning of the office. Update and maintain office policies and procedures manual. Coordinate and maintain calendar of those supported. Screen and prioritise requests for appointments.
Maintain accurate daily electronic calendars for those supported, including administrative and academic appointment schedules as directed by assigned faculty or staff. Schedule meetings as directed and notify all appropriate personnel regarding faculty vacations and/or absences.
Coordinate travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed. Create detailed itineraries for travel events with all relevant information and provide to faculty or staff prior to travel. Collect and provide all travel receipts and information to the Division’s fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
Process applications for society memberships, subscriptions, license renewals for assigned faculty. Process purchasing requests, including required quotes, documentation, and research items to be purchased if necessary.
Faculty Recruitment
Coordinate travel arrangements including but not limited to scheduling flights, making hotel reservations, escorting candidates around campus, etc.
Create detailed itineraries for prospective faculty candidate’s recruitment visit.
Obtain payments or reimbursements by collecting receipts or processing paperwork with appropriate divisional staff.
Serve as primary point of contact during recruitment visit scheduling and represent the division chief, assistant director, and/or medical directors.
Divisional HR/Fiscal Support
Responsible for coordinating the Division’s annual Promotion & Tenure process on an annual basis.
Responsible for coordinating the Division mid‑cycle process on an annual basis.
Responsible for coordinating the Division’s annual faculty evaluations.
Responsible for managing a P‑card and complying with all Department, Division, UF policies associated with a P‑card.
Other Duties
Prioritise assignments and messages based on urgency or deadlines and work cooperatively with other Division, Department, and University staff to ensure timely completion and quality performance as established by the Division Administrator.
Serve as a liaison to multiple internal and external entities, including but not limited to: Departments in the College of Medicine; Department of Medicine and its Divisions; Department of Medicine Fellowship Office; Division clinics; VA Medical Center; Referring physicians, patients, and patients’ families.
Constantly strive to represent the Division, Department, and University in a positive and professional manner.
Work closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs, providing direct backup support when absences occur.
Adhere to all office policies, procedures, and protocols established by the Division.
Prescreen all applicants for various positions within the division.
Lead on all major projects as they arise or are scheduled annually.
Establish and maintain filing system.
Answer main telephone line for division.
Expected Salary $46,000 - 60,500
Required Qualifications
Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications
Bachelor’s degree in an appropriate field.
4+ years’ experience in admin support, ideally in education, healthcare, or research settings.
Experience with program, meeting, or conference planning, including vendor and site selection, contracting, and budgeting.
Familiarity with database support and development.
Knowledge of University of Florida systems, procurement policies, and vendor management (preferred but not required).
Qualities
Proven track record of professionalism, integrity, and sound judgment.
Resourcefulness in building and maintaining positive working relationships.
Commitment to excellent customer service and responsiveness.
Ability to apply Emotional Intelligence in diverse and collaborative team settings.
Skills/Abilities
Strong technical skills with computer systems, mobile devices, and software, with the ability to diagnose and resolve basic issues.
Proficiency with Microsoft Office and office automation/remote support tools.
Excellent interpersonal and communication skills, with the ability to engage effectively with senior leaders, vendors, donors, and diverse stakeholders.
Demonstrated ability to work both independently and collaboratively, while managing multiple projects and deadlines in a fast‑paced environment.
Skilled in strategic planning, decision‑making, and problem‑solving.
Special Instructions to Applicants In order to be considered, you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required No
Applications Close 18 January 2026
To apply Visit https://explore.jobs.ufl.edu/en-us/job/538295
Our Commitment The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352‑392‑2477 or the Florida Relay System at 800‑955‑8771 (TDD) or visit Accessibility at UF.
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538295
Work Type:
Full Time
Location:
Main Campus (Gainesville, FL)
Categories:
Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:
29050900 - MD-PULMONARY MEDICINE
Job Description The Administrative Specialist II role serves as a key operational partner within the Department of Medicine's Division of Pulmonary, Critical Care, and Sleep Medicine, providing comprehensive administrative support to the Division Chief, Assistant Director, and divisional medical directors. This highly visible role ensures seamless coordination of divisional operations, including executive scheduling, event and meeting management, faculty promotion and tenure support, fiscal processing, purchasing, and travel administration. The position acts as a central hub for communication and workflow, maintaining strict confidentiality while managing sensitive information and supporting the daily needs of faculty, staff, and fellows. Excellence in customer service— in‑person, over the phone, and through email—is essential, as the role frequently interacts with internal and external stakeholders. The ideal candidate is an adaptable self‑starter with strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast‑paced environment. A proactive approach to problem‑solving, sound judgment, and the ability to communicate clearly and professionally are critical to success in this position.
Administrative Support to Division Chief, Assistant Director and Medical Directors
Develop and maintain understanding of the requirements and priorities unique to the Division of Pulmonary, Critical Care & Sleep Medicine and the Chief, Division Administrator and Medical Directors. Coordinate their respective activities with those of the Department, College, Hospital, faculty, staff, and individuals outside the University. Manage the flow of all information in and out of the office, both paper and electronic information. Independently manage projects for those supported to ensure that projects stay on schedule. Review all incoming correspondence, prioritise, and delegate information to others as appropriate.
Maintain a professional environment for the Division of Pulmonary, Critical Care & Sleep Medicine Chief’s office. Design and implement processes for the efficient functioning of the office. Update and maintain office policies and procedures manual. Coordinate and maintain calendar of those supported. Screen and prioritise requests for appointments.
Maintain accurate daily electronic calendars for those supported, including administrative and academic appointment schedules as directed by assigned faculty or staff. Schedule meetings as directed and notify all appropriate personnel regarding faculty vacations and/or absences.
Coordinate travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed. Create detailed itineraries for travel events with all relevant information and provide to faculty or staff prior to travel. Collect and provide all travel receipts and information to the Division’s fiscal office assistant for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
Process applications for society memberships, subscriptions, license renewals for assigned faculty. Process purchasing requests, including required quotes, documentation, and research items to be purchased if necessary.
Faculty Recruitment
Coordinate travel arrangements including but not limited to scheduling flights, making hotel reservations, escorting candidates around campus, etc.
Create detailed itineraries for prospective faculty candidate’s recruitment visit.
Obtain payments or reimbursements by collecting receipts or processing paperwork with appropriate divisional staff.
Serve as primary point of contact during recruitment visit scheduling and represent the division chief, assistant director, and/or medical directors.
Divisional HR/Fiscal Support
Responsible for coordinating the Division’s annual Promotion & Tenure process on an annual basis.
Responsible for coordinating the Division mid‑cycle process on an annual basis.
Responsible for coordinating the Division’s annual faculty evaluations.
Responsible for managing a P‑card and complying with all Department, Division, UF policies associated with a P‑card.
Other Duties
Prioritise assignments and messages based on urgency or deadlines and work cooperatively with other Division, Department, and University staff to ensure timely completion and quality performance as established by the Division Administrator.
Serve as a liaison to multiple internal and external entities, including but not limited to: Departments in the College of Medicine; Department of Medicine and its Divisions; Department of Medicine Fellowship Office; Division clinics; VA Medical Center; Referring physicians, patients, and patients’ families.
Constantly strive to represent the Division, Department, and University in a positive and professional manner.
Work closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs, providing direct backup support when absences occur.
Adhere to all office policies, procedures, and protocols established by the Division.
Prescreen all applicants for various positions within the division.
Lead on all major projects as they arise or are scheduled annually.
Establish and maintain filing system.
Answer main telephone line for division.
Expected Salary $46,000 - 60,500
Required Qualifications
Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications
Bachelor’s degree in an appropriate field.
4+ years’ experience in admin support, ideally in education, healthcare, or research settings.
Experience with program, meeting, or conference planning, including vendor and site selection, contracting, and budgeting.
Familiarity with database support and development.
Knowledge of University of Florida systems, procurement policies, and vendor management (preferred but not required).
Qualities
Proven track record of professionalism, integrity, and sound judgment.
Resourcefulness in building and maintaining positive working relationships.
Commitment to excellent customer service and responsiveness.
Ability to apply Emotional Intelligence in diverse and collaborative team settings.
Skills/Abilities
Strong technical skills with computer systems, mobile devices, and software, with the ability to diagnose and resolve basic issues.
Proficiency with Microsoft Office and office automation/remote support tools.
Excellent interpersonal and communication skills, with the ability to engage effectively with senior leaders, vendors, donors, and diverse stakeholders.
Demonstrated ability to work both independently and collaboratively, while managing multiple projects and deadlines in a fast‑paced environment.
Skilled in strategic planning, decision‑making, and problem‑solving.
Special Instructions to Applicants In order to be considered, you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required No
Applications Close 18 January 2026
To apply Visit https://explore.jobs.ufl.edu/en-us/job/538295
Our Commitment The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352‑392‑2477 or the Florida Relay System at 800‑955‑8771 (TDD) or visit Accessibility at UF.
#J-18808-Ljbffr