Administrative Specialist I - Congenital Heart Center

Job No: 539227

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support

Department: 29092500 - MD-COGNITAL HRT CTR EXCELLENCE

Job Description

Classification Title:

Administrative Specialist I

Classification Minimum Requirements:

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

Job Description:

The Administrative Specialist I provides high-level administrative support to the Center Director, Administrator, and affiliated leadership, ensuring the efficient day-to-day operations of the center. This role requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic healthcare environment.

Key Responsibilities Include:

• Provide executive-level administrative support, including managing complex calendars, coordinating daily activities, and ensuring leadership is well-prepared for meetings and engagements.
• Coordinate and schedule meetings, including preparing agendas, compiling materials, securing meeting space, arranging catering, and recording meeting minutes.
• Manage and maintain multiple calendars, including faculty schedules, conference room reservations, and surgical faculty leave calendars; proactively resolve scheduling conflicts and ensure deadlines are met.
• Triages incoming and outgoing communications, drafts correspondence, and prepares responses on behalf of leadership, including sensitive and confidential matters.
• Coordinate faculty candidate visits and departmental visitors, including developing detailed itineraries and collaborating with leadership, faculty, staff, students, and external offices.
• Plan and execute departmental events such as conferences, retreats, and holiday functions in accordance with university and state policies.
• Arrange and manage travel logistics, including itineraries, reservations, registrations, travel authorizations, and reimbursements in accordance with institutional guidelines.
• Process expenditures, invoices, memberships, subscriptions, and other payments through university systems.
• Assist with preparation of presentations, proposals, reports, and other materials, including academic and fiscal reporting as needed.
• Support special projects and initiatives, ensuring timely completion and alignment with departmental goals.
• Perform general office and clerical functions, including answering phones, managing supplies, and maintaining organized records.
• Ensure appropriate routing of requests and information, exercising judgment to prioritize urgent or sensitive matters.
• Complete and maintain required administrative documentation, including timesheets and expense reports.
  
  

Additional Information:

This position requires a high level of professionalism and discretion, as it involves handling sensitive and confidential information. The ideal candidate is detail-oriented, proactive, and capable of working independently while supporting a dynamic leadership team.

Expected Salary:

$22.25 - $24.00 per hour; commensurate with education and experience.

Required Qualifications:

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

Preferred:

• Experience in a health care setting preferred.
• Familiarity with the roles of leadership within the University and hospital systems in order to effectively and appropriately provide professional level assistance.
• Proficiency in Microsoft Office including: Outlook, Word, Powerpoint, Excel and Access.
• Demonstrate ease of learning new programs.
• Maintain strict confidentiality.
• Interact professionally with the public in a sensitive and professional manner; ability to screen requests and materials effectively and handle a variety of situations readily.
• Ability to multi-task.
• Work independently and as part of a team. Must be articulate and have a good command of the English language.
• Must be able to compose correspondence and reports, edit and proofread that of others.
• Must be punctual and maintain an excellent attendance record.
• Must be highly organized and capable of working under pressure and producing within deadlines;
• Must be able to prioritize own work and proceed with minimum supervision.
• Ability to maintain professional approach at all times is necessary.
• Consistently demonstrate personal initiative; display interest in the overall well-being of the University and health system; take initiative to assist whenever possible in the success of entire institution.
  
  

Special Instructions To Applicants:

In order to be considered, you must upload your cover letter and resume.

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 our Veteran's Preference Page for more specific information

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

Health Assessment Required:

No

Applications Close: 02 April 2026

To apply, visit https://explore.jobs.ufl.edu/en-us/job/539227

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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