Administrative Specialist III

Administrative Specialist III

Job No : 537613

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

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

Department : 29340100 - MD-UROLOGY-ADMIN

Job Description

Classification Title :

Administrative Specialist III

Job Description :

This position provides expert administrative support to the Chairman of the Department of Urology and Vice Chair and department administrators as well as departmental management. Requires discretion and independent judgment to anticipate management or unit needs, proactively solves problems, and / or independently handles issues.

ADMINISTRATIVE :

Serves as chief administrative vehicle to the Chairman of the Department of Urology, the Vice Chair, as well as the department administrator. Provides high level specialized administrative coordination and resolution of complex departmental issues. This position manages communication planning, multiple executive calendars, departmental contact lists, coordinates and leads meetings, prepares schedules for clinic / OR attending commitments. This position maintains administrative records, composes and / or reviews correspondence and / or other documents, screens confidential mail and telephone calls, handles all confidential correspondence, maintains, and organizes filing system including confidential information, handles travel arrangements including travel authorizations and expense reimbursements.

Serves as the liaison for the Department of Urology to the College of Medicine, UF Health Shands Hospital, Health Science Center, VAMC and various state and national agencies as it pertains to the Department of Urology through correspondence, phone, and in-person contact. Will be content expert and oversee Promotion and Tenure process for the department and will over see and education the other administrative staff, will keep track of all faculty and where they are in the process

COMPLIANCE :

Interprets department, college and university policies, procedures, rules and regulations, and provides input into development of new unit policies and processes, ensures compliance. Establishes priorities and deadlines, makes work assignments, and manages office activities. Performs confidential or non-routine administrative duties on behalf of the Chair. Coordinates and / or manages with the coordination of a variety of projects such as events, conferences, and meetings. Researches, prepares, and compiles independent analysis, and formulates recommendations on administrative matters for decision making purposes. Creates or maintains department filing systems or workflows, as well as receives and maintains confidential information. Drafts and / or reviews correspondence or other documents. Provide oversight to other administrative staff as it relates to concise publications, CV, poster presentation and general written communication adherence to accepted higher education, APA style Works in close conjunction with faculty and staff to provide problem solving for projects. Research operational problems and recommends / implements solutions. Works with computer technology office to coordinate solutions of telephone and computer related problems. Maintains faculty CVs and CMEs. Manages the reviewing and editing of presentations and manuscripts.

Provides support to department faculty members as well as management, administrative and clinical staff as needed. Serves as a lead for other staff, including students. Serves as substitute for vacated administrative positions when necessary. Serves as substitute for administrative staff on leave. Will over see student assistant in the department. Performs other duties as assigned by the Department Chair and / or other appropriate administrator(s).

Expected Salary :

Commensurate with education and experience.

Minimum Requirements :

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

Preferred Qualifications :

Excellent communication and leadership ability.

Special Instructions to Applicants :

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

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

Health Assessment Required :

No

Applications Close : 03 November 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537613

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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