MGR, Administrative Services - Pediatrics

The Department of Pediatrics has diverse academic missions including research, patient care, clinical service contracts, the medical education of residents, fellows, medical students and healthcare professionals, Graduate Assistants and Postdoctoral Associates in the research arena.

This is a highly responsible and independent position reporting to the Chair and secondarily to the Director of the Department of Pediatrics. This position is the face of the Pediatric Chair’s Office.  The ideal candidate will possess strong interpersonal skills and be comfortable in efficiently and productively handling multiple tasks and projects of a confidential nature in a fast-paced work environment.

Responsibilities include:

• Program Meetings Scheduling:
  • Coordinates and assists in scheduling of conferences and special multi-party meetings for the Director and  Chair . Schedules meetings for the Chair and Director. Performs a variety of tasks that support the overall pediatric program development, including but not limited to assisting with faculty and division chief candidate searches, organizing of recognition events, coordinating the annual Pediatrics Science Days meeting, and other departmental events.
• External Communication:
  • Takes and transcribes dictations and composes routine correspondence; responsible for keeping the Director, Associate and Assistant Directors, Associate Chairs and the Chair fully informed of departmental activities; drafts agendas for management meetings and prepares various documents for the Chair’s office; initiates memos, letters, and administrative responses to divisional personnel and serves as liaison between divisional personnel and directors to ensure that all communications are addressed in a timely manner.
• Travel:
  • Makes travel arrangements for managers in the Pediatrics Administration and the Chair of Pediatrics. Prepares requests for reimbursement; makes arrangements for the Director and Chair. Prepares Expense Reports, Travel Authorizations, and Change Notice Requests while adhering to the University and State of Florida Travel Procedures and maintaining necessary records.
• Faculty Evaluations:
  • Assists the office managers with the Faculty Evaluation process by obtaining copies of department’s faculty yearly evaluations from Chair’s office and inputting current year grades next fiscal year assignments for education/teaching, administrative, clinical, research, and wRVUs into database to be used by Chair, Director, Associate and Assistant Directors.
• Reporting:
  • Serves as a support to the Chair and Director for reporting-related activities, by working with the Director to run and analyze reports requested by the Chair or Dean’s Offices. Uses prompted and delivered reports for budget in Enterprise Analytics and People Soft Oracle System Queries. Develops reports and spreadsheets for variety of fiscal, personnel, payroll, and budget-related activities to serve with data to the Chair’s Office and Pediatrics Divisions upon request. Distributes departmental and divisional reports from Dean’s office portal and distributes it to directors and the Chair and notifies divisional administrators that financial information is available on the portal for their review; prepares divisional folders for division chiefs to include financial statements and clinical revenue; organizes monthly budget reports and runs exception reports for the Director in order to keep the Director informed of variances with grant budgets, commitment projects, and budget variances; formats budget reports and financial reports for Divisional Administrators’ weekly meetings; maintains copies of reports on the share drive; works on other reporting projects as needed and requested by the Chair and Director.
• Office Operation Duties:
  • Serves as a support to the Chair, Director, Associate and Assistant Directors and other department staff; answers telephone and greets visitors, handles questions and/or refers them to the appropriate office, and assists departmental staff with scheduling times; manages all operations of the office, handles the phone lines by screening the supervisor’s calls and mail and maintains necessary records; receives, opens, distributes and prioritizes incoming mail and tracks correspondence to ensure it is reviewed and signed; follows up on documents/correspondence requiring action and brings them to Director's attention; arranges administrators’ meetings.
• Meetings and Calendars Coordination:
  • Coordinates and maintains the calendar for the Pediatric Chair’s Office.  Responsible for maintaining the calendar and making appointments for the Chair and Director. Coordinates meetings, interviews and draft agendas/itineraries for the Chair, Director, Associate and Assistant Directors, faculty, and staff; coordinates meetings and records minutes for faculty and staff when required.
• Office Equipment Maintenance:
  • Responsible for office inventory and property surveys when requested; communicates with computer support and other service personnel regarding maintenance of office computer equipment and all other office equipment; orders office supplies and equipment, as appropriate; responsible for keeping office supplies stocked for the administrative group. Handles membership renewals, continuing education units, and other miscellaneous expenses

$50,000 - $66,900; commensurate with education and experience.  

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

• Extensive knowledge/experience in clinical operations highly preferred.
• Knowledge of Health Center and College of Medicine rules and regulations regarding personnel management, purchasing, travel, and UF Health on-line systems (Epic) highly desired.
• Ability to provide direction and disseminate policy and procedure in an effective manner.  Ability to plan, manage, organize, and coordinate assignments, and monitor activities of multiple projects simultaneously.
• Ability to comprehend legal and medical terminology related to general clinical operations.
• Personable with good telephone skills.  Strong interpersonal and communication skills; self-direction.
• Ability to autonomously analyze complex problems; identify critical elements and alternatives; organize existing resources and new information to implement most appropriate solution.

Normal Working Hours: 8am - 5pm, Mon-Fri. Flexible hours may be required based on priorities and deadlines.

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 is a time limited position.

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