Administrative Specialist II
The position is located in the Department of Medicine, Division of Gastroenterology, Hepatology and Nutrition encompassing 33 Faculty, 15 Fellows and 8 administrative staff with a total budget over $17M. The Office Manager will be responsible for supervising office staff, event management, 2nd level fiscal management for the Division.
The Office Manager will oversee the operating expense budget for the division and ensuring the division adheres to the approved annual budget. This is a highly visible role that serves as the ambassador of the division with faculty and staff at The University of Florida and with external entities. The position will report directly to the Division Administrator and will work closely with he/she managing the day to day operations of the division.
1.The Office Manager will manage the front office operations for the Division of Gastroenterology, Hepatology, and Nutrition. This will include ensuring phone lines are covered during working hours in the front office, coordinating a schedule for mail distribution, placing orders for front office supplies, and handling issues with administrative functions, including addressing phone or computer problems, coordinating new employee onboarding, and other duties as assigned.
2.The Office Manager will make work assignments, and establish priorities and deadlines for Division administrative support staff.
3.The Office Manager will plan and coordinate events, including Division annual celebration and multiple CME Programs hosted by GI faculty.
4.The Office Manager will serve as a Building Emergency Coordinator, and disseminate applicable information to faculty and staff as necessary.
Personnel Management and Staff Supervision
1.The Office Manager will coordinate administrative support staff assignments and responsibilities, including coverage for scheduled and unscheduled time off.
2.The Office Manager will supervise administrative support staff. Duties will include but are not limited to conducting annual evaluations, disciplinary action when needed and assignment of tasks and responsibilities.
3.The Office Manager will review and approve staff leave requests.
4.The Office Manager will meet with faculty periodically to review administrative support staff assignments and responsibilities, and ensure faculty needs are being met.
5.The Office Manager will monitor the Division Leave Reporting System and enter all faculty leave requests in Peoplesoft timesheet.
7.The Office Manager will review and approve faculty and staff timesheets on a bi weekly basis.
Fiscal Management, Travel, and Purchasing
1.The Office Manager will reconcile purchase orders, journal entries and P-Card transactions.
2.The Office Manager will review and correct (if necessary) monthly ledger entries.
3.The Office Manager will review and authorize payment for recurring monthly expenses, such as IT support and telephone expenses.
4.The Office Manager will monitor, along with the Division Administrator, the operating budget of the Division, including reviewing operating expenses and capital purchases.
5.The Office Manager will provide oversight of the fiscal transactions within the Division including purchasing and P-card transaction.
6.The Office Manager will prepare travel authorizations and process expense reports for the Division, ensuring they are completed in a timely manner.
7.The Office Manager will prepare and submit invoices for payment and receipt for GI Division research projects.
8.The Office Manager will work with lab managers to order equipment and supplies.
Backup for Division Administrator and other duties
1.When the Division Administrator is out of the office, the Office Manager will function in his/her place. This includes attendance at mandatory Departmental and College meetings, assisting IMMS and DDS Clinic management with any issues, and assisting the office staff in endoscopy coverage issues.
2.Other miscellaneous duties as assigned by the Division Administrator.
$51,000 - $55,000
Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Working knowledge of UF fiscal policies and procedures
Working knowledge of PeopleSoft
Working knowledge of Epic systems
Understanding of Department of Medicine Processes and Procedures Special Instructions to Applicants:
In order to be considered, you must upload your 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.
Health Assessment Required: No
University Of Florida