Administrative Specialist II - TCV Surgery

Job no: 540658
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department: 29141710 - MD-SURGERY-TCV-CARDIOVASC

Administrative Specialist II

Bachelor's degree in an appropriate area and two years of relevant experience; or an equivalent combination of education and experience.

Coordinate administrative activities of the Divisions of Thoracic Surgery and Cardiovascular Surgery. Evaluate salaries and recruit personnel for 2 TEAMS positions and facilitate interviews for 14 mid-level providers that are paid on a UF Health Shands salary line. Manage and monitor employee work hours. Approve payable time for division employees. Anticipate and fill secretarial and equipment needs for new faculty members as well as completing all forms required by the university. Ensure that all division personnel are in compliance with university rules and regulations. Prepare and coordinate itineraries and meetings for faculty recruitment.

Prepare and coordinate faculty meetings and other meetings as necessary. Serve as back-up to the program assistant in preparing monthly call schedule for entire division. Coordinate travel encumbrances and flight plans, etc., before trips. Process travel vouchers for reimbursement upon traveler's return for the division chief, other faculty members, fellows, and support staff. Maintain records of annual leave and sick time and submit leave slips for all exempt staff and faculty. Track and monitor time away for up to 15-division faculty members ensuring that clinics and operating rooms are notified of absences in order to close or reduce staffing for clinics and/or operating. Coordinate purchase of equipment and supplies and maintain documentation of goods and services. Negotiate all equipment repairs. Compile data for Annual Report, including research, presentations, publications and service and submit in appropriate form. May occasionally, as required, operate a motor vehicle for business purposes, including but not limited to activities such as chauffeuring faculty recruits or visiting service vendors. Supervises program assistant and any ad hoc staff assigned to the division office. Approves payable time for division time and monitors work hours.

Responsible for computing and managing annual budget, including cost of operational expenses, equipment, travel, journals, publications, and supplies. Incorporate expenses into annual budget with salary recommendations, projected expenditures, and percentage of clinic time per employee. Review all monthly statements for discrepancies. Explain budget-to-actual variances. Determine budgetary and equipment needs and coordinate purchase of equipment for entire Division. Prepare FCPA vouchers for payment according to policy. Initiate transactions in PeopleSoft. Track all transactions through to completion. Identify processing problems and take necessary action to correct them in accordance with established policies and procedures. Initiate deposits and disbursements for Florida Foundation accounts. Maintain financial records on all accounts and keep a running balance. Works with grants coordinator for the department to ensure grant funds are spent appropriately. Assist all faculty with annual evaluations.

Functions as primary administrative contact for the CardioVascular Integrated and Academic Program (CV-ICAP) as well as the satellite offices at Halifax Hospital in Daytona Beach, FL and Leesburg, FL. Responsible for the administrative support for faculty recruiting for all open faculty positions in the Division of Thoracic and Cardiovascular Surgery. Implement follow-up system to maintain communication for current faculty and faculty applicants. Provides administrative support and assistance to the Chief and other faculty members in their role as office holder in national societies and associations. Serves as the resource person for other officers in these organizations, compiling data from files and databases as needed. Submits bills to organizations for reimbursement of department expenses. Coordinates agendas for visiting faculty and recruits, including overseeing travel arrangements and ensuring that visitors are compliant with HIPAA and other University requirements where appropriate.

Functions as primary administrative contact for the CardioVascular Integrated and Academic Program (CV-ICAP) as well as the satellite offices at Halifax Hospital in Daytona Beach, FL and Leesburg, FL. Responsible for the administrative support for faculty recruiting for all open faculty positions in the Division of Thoracic and Cardiovascular Surgery. Implement follow-up system to maintain communication for current faculty and faculty applicants. Provides administrative support and assistance to the Chief and other faculty members in their role as office holder in national societies and associations. Serves as the resource person for other officers in these organizations, compiling data from files and databases as needed. Submits bills to organizations for reimbursement of department expenses. Coordinates agendas for visiting faculty and recruits, including overseeing travel arrangements and ensuring that visitors are compliant with HIPAA and other University requirements where appropriate.

$67,000 - $72,000

Bachelor's degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Ability to represent the Divisions, make decisions and judgments when necessary.
Ability to negotiate contracts for goods and services.
Ability to maintain financial records for division.
Ability to collect, evaluate and analyze data relating to administrative functions.
Ability to prepare correspondence and administrative reports.
Ability to utilize problem solving techniques.
Ability to delegate responsibility and ensure that it is completed correctly.
Ability to represent the division at meetings.
Ability to assimilate information and implement in policy and procedure within the division.
Ability to interact with members of national committee, visiting professors and prospective faculty members.

Ability to maintain strict confidentiality.

Ability to multi-task.

Proficiency in Microsoft Office including: Outlook, Word, Powerpoint, Excel and Access.

Proficiency in Adobe.

Ability to multi-task

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.

Salary : $67,000 - $72,000