Administrative Specialist I - Pediatric Surgery

University of Florida; Gainesville (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

University of Florida in Gainesville, FL is seeking an Administrative Specialist I for the Pediatric Surgery division. The role handles administrative contact, calendar management, meeting coordination, and faculty-related support across the division and UF Health.

The position requires a Bachelor's degree or equivalent plus strong office management skills. Proficiency with Microsoft Office, PeopleSoft and UFGo is preferred; salary ranges $22.25–$25.00 hourly; applications close Oct 11, 2026.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• Experience supporting top-level executives within higher education.
• Excellent written and oral communication skills.
• Extensive knowledge of administrative and office management principles and practices.

Responsibilities

• Serves as the primary administrative contact for the Division of Pediatric Surgery. Coordinates across the Surgery department, College of Medicine, UF Health and University of Florida as needed.
• Supports the division chief and faculty with calendar management, meeting scheduling, agenda preparation, etc.
• Prepare and coordinate itineraries and meetings related to faculty recruitment
• Submit IT and Facilities support requests on behalf of the division
• Prepare documents, correspondence, reports, presentations and other needs as directed by the division chief or in support of the faculty
• Coordinates all UFGO related activities (travel requests, travel arrangements and processing reimbursements) for the division
• Tracks faculty professional development allowance (PDA) usage
• Orders supplies as needed by the division and processes the related expenses
• Processes division related expenses and faculty related expenses (PDA, certifications, licensure and other faculty supported expenses)
• Assists with the annual budget process by determining the division's expected expense needs for the upcoming budget year
• Manages the division's call schedule process. Works with the division chief to finalize the approved call schedule. Enters the call schedule into EPIC
• Manages the division's Request for Time Away (RTA) process. Ensuring division chief approval, clinical notification and enters UF provider leave into PeopleSoft
• Supports faculty with their annual evaluations
• Assists faculty with their promotion and tenure packets
• Other duties as assigned

Skills

Excellent written and oral comms

Ability to work with all levels

Executive support experience

Office management knowledge

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

PeopleSoft

UFGo

myUFLMarketplace

Job description

Administrative Specialist I - Pediatric Surgery

Job No: 541573

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support

Department: 29141500 - MD-SURGERY-PEDIATRIC

Job Description

Classification Title:

Administrative Specialist I

Classification Minimum Requirements:

Bachelor's degree; or an equivalent combination of education and relevant experience.

Job Description:

Administrative Support

• Serves as the primary administrative contact for the Division of Pediatric Surgery. Coordinates across the Surgery department, College of Medicine, UF Health and University of Florida as needed
• Supports the division chief and faculty with calendar management, meeting scheduling, agenda preparation, etc.
• Prepare and coordinate itineraries and meetings related to faculty recruitment
• Submit IT and Facilities support requests on behalf of the division
• Prepare documents, correspondence, reports, presentations and other needs as directed by the division chief or in support of the faculty

Travel, Fiscal and Budget

• Coordinates all UFGO related activities (travel requests, travel arrangements and processing reimbursements) for the division
• Tracks faculty professional development allowance (PDA) usage
• Orders supplies as needed by the division and processes the related expenses
• Processes division related expenses and faculty related expenses (PDA, certifications, licensure and other faculty supported expenses)
• Assists with the annual budget process by determining the division's expected expense needs for the upcoming budget year

Call Schedule and Leave Process

• Manages the division's call schedule process. Works with the division chief to finalize the approved call schedule. Enters the call schedule into EPIC
• Manages the division's Request for Time Away (RTA) process. Ensuring division chief approval, clinical notification and enters UF provider leave into PeopleSoft

Faculty Eval & P&T

• Supports faculty with their annual evaluations
• Assists faculty with their promotion and tenure packets

Other duties as assigned

Expected Salary

$22.25 - $25.00

Required Qualifications

Bachelor's degree; or an equivalent combination of education and relevant experience.

Preferred

• Proficiency in Microsoft Office Suite, PeopleSoft, UFGo, myUFLMarketplace
• Knowledge of university and state rules, regulations, policy, and procedures pertaining to fiscal transactions
• Experience in supporting top level executives within higher education.
• Extensive knowledge of administrative and office management principles and practices
• Excellent written and oral communication skills.
• Ability to work well with all levels of internal staff as well as outside stakeholders and staff within the Division of Pediatric Surgery

Health Assessment Required:No

Applications Close: 11 October 2026

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. 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) or visit Accessibility at UF.