Administrative Specialist

The Administrative Specialist performs a wide range of administrative coordination duties, including clinical and academic program support, faculty appointment processes, departmental purchasing, meeting coordination, and communications.

The Administrative Specialist must apply judgment in handling sensitive information, including provider schedules, patient-related inquiries, academic affairs, and departmental operations. This role requires intermediate to advanced proficiency in office systems, university databases, and medical/clinical administrative workflows.

This position is time limited

Department & Clinical Administrative Support

• Serve as a primary administrative contact for the OB/GYN department, responding to inquiries from faculty, staff, students, and external partners.
• Provide administrative support for clinical and academic operations, including coordination with clinics, labor & delivery units, and specialty programs.

Scheduling & Calendar Coordination

• Manage complex calendars for departmental leadership and physicians, including meetings, clinical obligations, academic events, and conferences.
• Coordinate divisional meetings, and departmental events, ensuring appropriate scheduling and logistics.

Correspondence & Documentation

• Prepare departmental correspondence, memos, reports, newsletters, and presentations.
• Assist with maintaining program documentation and supporting departmental communications.

Travel & Reimbursement Coordination

• Arrange travel for faculty and staff attending conferences, professional meetings, and academic events.
• Process travel reimbursements in accordance with university and departmental guidelines.

Confidentiality & Professional Judgment

• Handle sensitive and confidential information related to faculty, staff, clinical operations, and departmental initiatives with discretion and professionalism.

Other Duties

• Perform additional administrative and program support duties as assigned to meet the mission of the OB/GYN department.

Minimum Education & Experience

• This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. 

• Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Education & Experience

• Strong organizational skills and ability to manage multiple priorities in a clinical academic environment.
• Ability to communicate professionally with physicians, patients, staff, and university leadership.
• Experience with scheduling, HR/payroll support, purchasing, and travel coordination.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with university systems and clinical workflows.

• Ability to maintain confidentiality and apply sound judgment in sensitive situations.

   

Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a post-secondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree; 
• (b) Four years of direct experience for a bachelor’s degree; 
• (c) Six years of direct experience for a master’s degree; 
• (d) Seven years of direct experience for a professional degree; or 
• (e) Nine years of direct experience for a doctoral degree 

Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. 

Minimum Qualifications that require a high school diploma are exempt from SB 1310