MGR, Health Care Admin

University of Florida; Gainesville (FL); On-site; USD 61,000 - 80,200; Full time

Job summary

The University of Florida in Gainesville seeks an experienced Operations & Administrative Manager to oversee day-to-day operations across the Divisions of Geriatric Medicine and General Internal Medicine. You will supervise administrative staff and coordinate workflows to ensure efficient office operations.

This role involves budgeting, reporting, HR support, and project coordination to improve processes and support clinical and educational missions within the College of Medicine.

Qualifications

• Bachelor's degree in an appropriate area and two years of relevant experience; or an equivalent combination of education and experience.
• Master’s degree in Health Administration, Business Administration, or related field preferred
• Demonstrated management experience with proven ability to effectively lead, supervise, and develop administrative teams
• Strong financial acumen with experience in budget development, monitoring, and variance analysis
• Excellent verbal, written, and interpersonal communication skills with the ability to collaborate across multiple stakeholders

Responsibilities

• Provides day-to-day administrative management and coordination across the co-located Divisions of Geriatric Medicine and General Internal Medicine, including oversight of assigned administrative staff.
• Plans, prioritizes, and assigns daily work activities to ensure efficient office operations and consistent workflow across both divisions.
• Supports division leadership and faculty in planning and implementation of operational initiatives, including creation of tracking tools, timelines, and process improvement strategies.
• Establishes and maintains operational goals aligned with divisional priorities and assists in implementing standardized administrative workflows across both divisions.
• Coordinates faculty administrative processes including annual review preparation, documentation formatting, scheduling, and follow-up for required signatures.
• Assists Division Administrator with budget development, financial planning, and ongoing budget monitoring for both divisions.
• Prepares and reviews monthly variance reports, including identification of trends, root cause analysis, and recommendations for cost containment or operational improvement.
• Tracks operating expenditures and supports implementation of cost-effective administrative practices across shared divisional resources.
• Reviews and supports faculty productivity reporting, including scorecards and incentive-related data tied to clinical performance.
• Runs and interprets standard financial and operational reports (e.g., Business Objects, RVU dashboards) to support divisional performance monitoring and strategic decision-making.
• Supports annual budget preparation, monthly forecasting, and financial reporting activities for both divisions.
• Supports Division Administrator with HR functions including faculty and staff onboarding, TEAMS/OPS hiring and training processes, FAR/effort reporting, and administrative processing of personnel actions.
• Serves as a primary point of contact for administrative staff regarding policies, procedures, and operational guidance.
• Provides direct supervision of assigned staff, including scheduling, time approval, PTO management, performance evaluations, and development planning.
• Facilitates communication between staff and leadership to resolve operational issues and improve office workflows.
• Supports staff development through coaching, training coordination, and identification of professional growth opportunities.
• Ensures compliance with institutional HR policies and supports consistent application of administrative procedures across both divisions.

Education

Bachelor's degree

Master’s degree in Health Administration, Business Administration, or related field

Tools

Concur

UFGO

myUFL

myUFmarketplace

Job description

At the University of Florida, we are a people of purpose. We're committed to challenging convention and ourselves. We see things not as they are, but as they could be. And we strive for a greater impact: one measured in people helped...

Bachelor's degree in an appropriate area and two years of relevant experience; or an equivalent combination of education and experience.

Job Description:

Daily Operations & Administrative Management

• Provides day-to-day administrative management and coordination across the co-located Divisions of Geriatric Medicine and General Internal Medicine, including oversight of assigned administrative staff.
• Plans, prioritizes, and assigns daily work activities to ensure efficient office operations and consistent workflow across both divisions.
• Supports division leadership and faculty in planning and implementation of operational initiatives, including creation of tracking tools, timelines, and process improvement strategies.
• Establishes and maintains operational goals aligned with divisional priorities and assists in implementing standardized administrative workflows across both divisions.
• Coordinates faculty administrative processes including annual review preparation, documentation formatting, scheduling, and follow-up for required signatures.

Fiscal Management & Reporting Support

• Assists Division Administrator with budget development, financial planning, and ongoing budget monitoring for both divisions.
• Prepares and reviews monthly variance reports, including identification of trends, root cause analysis, and recommendations for cost containment or operational improvement.
• Tracks operating expenditures and supports implementation of cost-effective administrative practices across shared divisional resources.
• Reviews and supports faculty productivity reporting, including scorecards and incentive-related data tied to clinical performance.
• Runs and interprets standard financial and operational reports (e.g., Business Objects, RVU dashboards) to support divisional performance monitoring and strategic decision-making.
• Supports annual budget preparation, monthly forecasting, and financial reporting activities for both divisions.
• Supports Division Administrator with HR functions including faculty and staff onboarding, TEAMS/OPS hiring and training processes, FAR/effort reporting, and administrative processing of personnel actions.
• Serves as a primary point of contact for administrative staff regarding policies, procedures, and operational guidance.
• Provides direct supervision of assigned staff, including scheduling, time approval, PTO management, performance evaluations, and development planning.
• Facilitates communication between staff and leadership to resolve operational issues and improve office workflows.
• Supports staff development through coaching, training coordination, and identification of professional growth opportunities.
• Ensures compliance with institutional HR policies and supports consistent application of administrative procedures across both divisions.

Project Management & Clinical Operations Support

• Serves as project manager for divisional operational initiatives, including clinical workflow improvements, scheduling optimization, and administrative process redesign.
• Supports coordination and maintenance of clinical scheduling systems and related operational tools that impact patient access and clinic efficiency.
• Conducts data collection and analysis to support operational decision-making and process improvement initiatives.
• Leads or supports ad hoc projects, root cause analyses, and implementation of new administrative or clinical workflows as assigned.
• Ensures timely completion of projects through coordination with multiple stakeholders across both divisions.

Other Duties

• Prioritizes assignments based on urgency, operational need, and divisional deadlines while maintaining high standards of accuracy and quality.
• Collaborates across departments and divisions to ensure continuity of operations and support institutional goals.
• Performs other duties as assigned in support of the clinical, educational, and research missions of the College of Medicine.

$61,000 - 80,200/annually

Required Qualifications:

Bachelor's degree in an appropriate area and two years of relevant experience; or an equivalent combination of education and experience.

Preferred:

• Master’s degree in Health Administration, Business Administration, or related field preferred
• Prior experience in a university, academic medical center, or higher education setting
• Demonstrated management experience with proven ability to effectively lead, supervise, and develop administrative teams
• Strong financial acumen with experience in budget development, monitoring, and variance analysis
• Comprehensive knowledge of College of Medicine administrative processes and procedures preferred
• Working knowledge of UF financial and administrative systems (e.g., Concur, UFGO, myUFL, myUFmarketplace) preferred
• Strong analytical skills with the ability to design, implement, and improve policies, procedures, and workflows
• Excellent verbal, written, and interpersonal communication skills with the ability to collaborate across multiple stakeholders
• Ability to manage multiple priorities in a complex, fast-paced academic environment and adapt to changing needs
• Advanced proficiency in Microsoft Office Suite (especially Excel), with working knowledge of Teams, Zoom, DocuSign, and Adobe Acrobat