Administrative Specialist III Department of Neurosurgery at University of Florida

Classification Title:Administrative Specialist IIIClassification Minimum Requirements:Bachelors degree and five years of relevant experience; or an equivalent combination of education and experience.Job Description:Administrative Support for Department ChairServe as the primary contact for the Chair managing communication and acting as a liaison between the Chair and internal/external stakeholders.Act as a key resource to resolve issues anticipate challenges and proactively identify solutions to administrative and operational needs.Maintain high professionalism and discretion when handling sensitive matters.Coordinate and manage the Chairs complex calendar including scheduling meetings conferences and travel arrangements.Ensure the Chair is fully prepared for meetings by compiling agendas supporting materials and relevant background information.Monitor deadlines deliverables and projects assigned to the Chair ensuring timely completion.Manage departmental records and confidential information ensuring compliance with organizational and regulatory requirements.Process reimbursements expense reports and travel documentation for the Chair.Collaborate with departmental leaders and administrative staff to ensure smooth operations and alignment with the Chairs priorities.Update and maintain the Chairs biographical sketch and supporting documents required for grant applications and funding submissions.Serve as a backup for faculty promotion and tenure processes ensuring compliance with UF Faculty Affairs guidelines communicating requirements and tracking deadlines.Clinical Practice ManagementManage the Chairs clinical practice by scheduling outpatient clinic appointments surgical cases and ancillary diagnostic tests.Coordinate patient referrals with Radiology Neurology ENT Orthopedics The Cancer Institute and other services as needed.Arrange hospital admissions including providing diagnostic procedural and insurance-related information. Communicate with patients as needed regarding insurance authorizations.Obtain authorizations for emergency and add-on cases.Ensure follow-up appointments are scheduled and assist with patient questions.Accompany the physician to the Neurosurgical Specialties Clinic and interact directly with patients.Administrative Duties for Chief Medical Officer RoleProvide comprehensive administrative support for the Chief Medical Officer role including managing schedules correspondence and operational priorities.Coordinate meetings prepare reports and presentations and handle sensitive information with discretion.Facilitate communication between the Chief Medical Officer and internal/external stakeholders proactively addressing administrative needs and supporting departmental initiatives.Special Projects for ChairSupport the Chair with special projects and initiatives including research efforts report preparation and cross-departmental collaborations.Update and maintain the Chairs biographical sketch and other documents essential for grant applications and funding submissions.Manage additional projects reports and tasks assigned by the Chair.Expected Salary:$61350-$69700Required Qualifications:Bachelors degree and five years of relevant experience; or an equivalent combination of education and experience.Preferred:Familiarity with Microsoft applications; Word Excel Access PowerPointWorking knowledge of desktop publishing layout and designKnowledge of general office procedures and practicesGood grasp of the English language (grammar spelling punctuation)Ability to compose own correspondence and edit that of othersAbility to organize and prioritize workload.Ability to get along with othersAbility to multitask and handle several events at a given time.Knowledgeable of Pcard and UFGO.Special Instructions to Applicants:For consideration please complete an application and include a cover letter resume and the names and email addresses of three to five references.The University of Florida is an Equal Employment Opportunity Employer.Application must be submitted by 11:55 p.m. (ET) of the posting end date.Health Assessment Required:YesRequired Experience:IC Key Skills Marketing & Promotions,Attorney At Law,Jni,Airlines,Art Employment Type : Full-Time Experience: years Vacancy: 1 Monthly Salary Salary: 61350 - 69700