Administrative Specialist II

Administrative Specialist II

This position is responsible for coordinating the administrative activities for The Congenital Heart Center within The University of Florida College of Medicine, as well as satellite campuses located in Ocala, Jacksonville and Pensacola. This position will oversee the budget for all expenses and salaries for non-faculty personnel and is responsible for paying all division expenditures including travel for Congenital Heart Center. The specialist works closely with the education office to facilitate the needs of the fellowship programs including travel, books, interviews and research projects. Responsible for ensuring attending physicians are renewed appropriately for licensure and memberships. Recommends policy for program operations and advises faculty/administrators in the center regarding interpretations, applications, and implementation of new or revised regulations, policies, and procedures. Manage personnel/payroll processes for the center, ensuring compliance with university rules and regulations. Responsibilities may require driving a vehicle to job sites.

Coordinate administrative activities of the Congenital Heart Center. Approve payable time for Faculty and Staff. Anticipate and fill secretarial and equipment needs for new faculty members as well as completing all forms required by the university. Ensure that all personnel are in compliance with university rules and regulations. Prepare and coordinate itineraries and meetings for faculty and fellow recruitment. Serve as back-up to the team in preparing monthly call schedule for entire center. 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 center 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. Approves payable time for division time and monitors work hours. Monitors mid-level provider work hours each month and audits pay records to ensure supplemental pay is paid accurately based on University of Florida and Department of Labor guidelines.

Responsible for computing and managing annual budget, including cost of operational expenses, equipment, travel, journals, publications, and supplies. Incorporate same 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. 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 running balance. Works with grants coordinator for the department to insure grant funds are spent appropriately.

Administrative coordinator for the Pediatric Cardiology Fellowship Training Program. Works with the Department of Pediatrics GME office to coordinate and assist with yearly fellow interviews on multiple dates for the applicants. Ensures all ACGME and billing fellows are compliant with the rules and regulations set forth from the ACGME, UF Health, and University of Florida College of Medicine. Works with program director to coordinate mock oral interviews bi-annually. Creates monthly divisional conference schedules to ensure that all required training is completed and tracked. Assists with various vendors and companies to plan and implement simulation training as required by the ACGME.

Functions as primary administrative contact for the satellite offices. Responsible for the administrative support for faculty recruiting for all open faculty positions in the Congenital Heart Center. Implements 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 officeholder 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.

$50,000.00 to $58,000.00; commensurate with education and experience.

Bachelor’s degree 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.

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

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

This is a time limited position.

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