Administrative Specialist III

Administrative Specialist III

Serves as executive assistant to the Chair of Radiology and a key member of the department’s administrative team. Provides high-level specialized administrative coordination and resolution of complex departmental issues. This position manages communications, planning, executive calendars; coordinates and conducts meetings; maintains administrative records, including data analysis and budgets; composes and/or reviews documents, manuscripts, and letters; screens and responds to confidential correspondence and telephone calls; manages travel arrangements to include travel authorizations and expense reimbursements. Oversees the Promotion and Tenure process for the department. Maintains the Chair’s CV and tracks CME.

Understands and applies department, college and university policies, procedures, rules, and regulations. Assists in the development of departmental policies and formulates recommendations on administrative and policy matters for decision-making purposes. Establishes priorities and deadlines related to strategic objectives and recurring processes and events. Organizes department events and retreats. Able to create work assignments for other admin staff and manage office activities.

Works with the Chair and department admin staff and key faculty leaders to manage the yearly department evaluation process, details of the COM radiology compensation plan, effort reporting, physician productivity reporting, and instructor workload. 

Serves as liaison for the Chair, as needed, to staff and faculty within the department as well as to various institutional leaders and operations experts.

Serves as department point person for recruitment—coordinating schedules, building itineraries, arranging for travel and accommodations, and assuring the visitor has assistance as needed before, during, and after interviews and visits. Coordinates faculty recruitment with the Dean’s office and, as called upon, for leadership search committees.  With a team, guides new hires through the licensing and credentialing process. Plan, coordinate, attend, and provide minutes for monthly faculty meetings.

Performs other duties as assigned by the Department Chair or designee.

$70,000 – $80,000

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

Bachelor’s degree or higher in business administration or healthcare administration.

• Project management skills.
• Familiarity with collecting and preparing data analyses.
• Experience working in an academic setting.

Facility with Microsoft Suite—Excel, Word, Outlook, PowerPoint, Teams, etc.            

PeopleSoft Travel and Expense software

Comfort in learning new software programs

Excellent organizational and time-management skills.

Outstanding professionalism and inter-personal skills, including discretion and confidentiality.

Familiarity with UF’s promotion and tenure system/rules/procedures or that of another institution.

Proven ability to communicate effectively, both verbally and in writing. Impeccable knowledge of correct grammar & spelling. Experience in manuscript preparation and formal document and letter preparation.

Proven ability to establish and maintain effective working relationships, managing up, down, and laterally. Experience in leading others.

Proven ability to plan, organize, and establish priorities based on strategic objectives, goals and deadlines.

Must be self-motivated, have critical thinking skills, and be able to work independently.

N/A