Administrative Specialist III - Department of Neurosurgery

Administrative Specialist III - Department of Neurosurgery

Job No : 537942

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Office / Administrative / Fiscal Support, Grant or Research Administration

Department : 29190000 - MD-NEUROLOGICAL SURGERY

Job Description

Classification Title :

Administrative Specialist III

Classification Minimum Requirements :

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

Job Description :

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.

Expected Salary : $61,350-$69,700

Required Qualifications :

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

Preferred :

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.

Special Instructions to Applicants :

For consideration, please complete an application and include a cover letter, resume and the names and email addresses of three to five references.

The University of Florida is an Equal Employment Opportunity Employer.

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

Health Assessment Required :

Yes

Applications Close : 30 November 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537942

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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