Administrative Specialist II - Congenital Heart Center - University of Florida

Administrative Specialist II

Join Our Team as an Administrative Specialist II at the Congenital Heart Center!

Are you passionate about providing top-tier administrative support in a healthcare environment? The Pediatric Cardiology Division within the Congenital Heart Center at the University of Florida College of Medicine is seeking a dedicated and detail-oriented Administrative Specialist II. In this administrative role, you'll manage and coordinate the day-to-day divisional administrative activities across our main campus, Gainesville, and satellite locations in Ocala, Jacksonville, and Pensacola.

As a key contributor to the division’s success, you will oversee faculty schedules, ensure seamless FTE assignments, manage travel logistics, and support faculty in their academic and clinical endeavors. You’ll also play a critical role in implementing policies, coordinating special projects, and ensuring compliance with university and departmental guidelines. This position is perfect for someone who thrives in a collaborative environment, values excellence in service, and is eager to make a meaningful impact in pediatric cardiology. This is an excellent opportunity to advance your career in healthcare administration, with ample opportunities to develop your skills in budget and fiscal management, operations, and project coordination.

Key Responsibilities Include:

• Division Administrative Support: Oversee daily administrative functions, including managing faculty schedules, ensuring accurate record-keeping, and maintaining compliance with university policies. Act as a liaison between faculty, staff, and external stakeholders to drive strategic initiatives and operational excellence.

• Faculty Administrative Support: Provide comprehensive support to division faculty, including managing calendars, coordinating events, and handling travel logistics. Serve as the primary point of contact for all administrative tasks related to faculty involvement in national societies and associations.

• Budget and Fiscal Management: Assist in developing and reconciling the division’s annual budget, track professional development allowances, and ensure the proper allocation of grant funds.

• Recruitment & Visitor Support: Coordinate faculty recruitment efforts, including arranging travel and itineraries for candidates and supporting fellowship recruitment in collaboration with the Department of Pediatrics GME office.

• Special Projects: Partner with leadership to conduct special projects, analyze data, and prepare reports that support the center’s strategic goals.

About the Congenital Heart Center

The UF Health Congenital Heart Center is a nationally and internationally recognized Center of Excellence, offering state-of-the-art care for patients with congenital and acquired heart conditions. Our highly skilled team provides comprehensive, multidisciplinary care using the latest technologies and approaches, from prenatal diagnosis through adulthood. Whether dealing with complex congenital heart defects, heart failure, or acquired pediatric heart disorders, we are dedicated to extending and improving the quality of life for our patients. Families from across the globe trust us for our integrated care and commitment to open communication, ensuring seamless support throughout the treatment journey. UF Health Shands Children’s Hospital is proud to be ranked among the nation's best for pediatric cardiology and heart surgery by U.S. News & World Report.

We Offer Exceptional Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Package: Including 10+ paid holidays, as well as paid family, sick, and vacation leave
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organization Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

About the City of Gainesville

Discover Gainesville, Florida—home to the University of Florida College of Medicine—where modern attractions and natural beauty harmonize to create an exceptional local community. Enjoy a low cost of living, no state income tax, outstanding public and private schools, and pleasant winters in a community that passionately supports Division I NCAA sports (Go Gators!). Explore scenic bike trails, lively farmer's markets, and a thriving local brewery scene. Immerse yourself in over 30 miles of biking and hiking trails, encounter diverse wildlife in Florida State Parks, and experience thrilling adventures in freshwater springs. Gainesville’s central location offers easy access to both the Gulf of Mexico and the Atlantic Ocean, providing stunning beaches, nature preserves, and world-renowned theme parks within a day’s drive.

Become part of our vibrant community, where the perfect blend of opportunities awaits. Learn more about what Gainesville has to offer at Visit Gainesville.

$50,000-$60,000

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

• 3 years of administrative experience in a healthcare or academic setting, with a focus on clinical or medical administrative support.

• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), PeopleSoft, and other relevant financial and administrative software.

• Demonstrated ability to learn new concepts, processes, and tools.

• Exceptional attention to detail and accuracy in managing records, financial transactions, and scheduling.

• Driven by a service of excellence; adept at anticipating needs or next steps.

• Demonstrated ability to work collaboratively with faculty, staff, and external stakeholders, and to represent the center in a professional manner.

• Excellent written and verbal communication skills, with experience in drafting correspondence and reports and representing the division at meetings and with visitors.

• Strong analytical and problem-solving abilities, with a track record of managing complex administrative tasks and resolving issues effectively.

• Interest in financial operations, including financial reconciliation.

• Strong project management skills with the ability to handle multiple tasks and projects efficiently and accurately.

• Knowledge of applicable state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations.

• Understanding of clinical operations, medical terminology, and healthcare compliance.

To be considered, please upload the following documents with your application:

• Cover letter
• Resume
• Contact information for at least three professional references 

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).

This job requisition has been reposted. For those who have previously applied, thank you for your interest and time - you remain in the applicant pool and do not need to reapply. 

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