Administrative Specialist II (Director's Assistant) - UF Health Cancer Center

Main Campus (Gainesville, FL)
May 02, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516137
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional

Classification Title:

Administrative Specialist II

Job Description:

As the Administrative Specialist supporting the Cancer Center’s Director, you will be responsible for leading the Administrative Services team in the Office of the Director as well as for providing direct administrative, financial, and project management support to the Director in their role as the Director of the UF Health Cancer Center and in support of the UFHCC’s research mission and pursuit of NCI-designation. This is a highly visible, highly responsible position which serves as the gateway to the Director and their executive leadership team. As such, the incumbent will require a highly professional demeanor and attitude, a high level of confidentiality related to sensitive issues, as well as independent and prudent judgement and refined critical thinking skills.

In developing your team, you will be responsible for ongoing workload assessment and reassignment of work as needed across your team and will direct recruitment efforts and performance management for the Administrative Services team in conjunction with Administration leadership and UFHCC HR. This includes the development of training and onboarding programs, drafting job descriptions, providing mentorship to your staff, as well as for the establishment of clear, measurable performance expectations for the team.

Additionally, in your capacity as Manager, you will manage resolution and problem-solving efforts for issues arising during the course of business within Administration and throughout the Cancer Center on behalf of the Director. You will act as a resource for your team as well as for the Executive Leadership team in the resolution of issues, implementation of new practices and workflows, and in the development of the Administrative core, providing guidance informed by your extensive experience and expertise as a high-level administrative specialist and executive assistant.

In your new role you will be responsible for the following:

  • Providing high-level executive assistance to the Director and their Executive Leadership team, preserving the flow of information and ensuring sufficient protected time to allow for the fulfillment of their critical roles for the UFHCC;

  • Coordinating with Center partners across the University to fulfill the obligations of the Director and support the mission of the Cancer Center on campus and in the community;

  • Serving as the primary point of contact for the Executive Leadership team, functioning as the gateway and flow through point for communications;

  • Establishing and creating a functional and efficient administrative core, including the implementation of new policies, workflows, procedures, and SOPs;

  • Working collaboratively across the Cancer Center’s Administration to assist the Director with the fiscal responsibilities of their role including the management of related budgets, honoraria, invoices, etc.

  • Managing special projects and events on behalf of the Director and the Executive Leadership team, including the oversight of the Director’s Signature Seminar Series “Oncology Grand Rounds.”

This is a management level administrative position, ideal for candidates with established careers as Executive Assistants, in administration, and/or corporate office management and who have a refined skillset for high level administrative support, professionalism, and leadership. Employees in these roles operate as part of the Administrative core supporting the mission and operations of the UF Health Cancer Center and are fundamental to the progress of cancer research being conducted at the University of Florida. A complete job description will be provided to candidates selected for interview.

Expected Salary:

$58,000 – $65,000; commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:

As an ideal candidate you will have/be:

  • A Master’s Degree in Public Administration, Business Administration, or related field as well as 5 or more years of experience as an executive assistant in a healthcare or research environment, preferably supporting an executive at the Associate Director or Director level, or higher;

  • Extensive experience (8+ years) working in a complex, professional office environment, particularly in education, healthcare, research, or some combination of these;

  • Experience and interest in internal and external communications, partnership development, and other related areas;

  • Prior experience as a supervisor or team lead (3+ years) and/or completion of leadership/management training program (eg. Managing at UF – The Supervisory Challenge) highly preferred;

  • Very strong interpersonal skills, as well as the ability to work with a broad range of people including major donors, senior leaders, government officials, colleagues of the Director and staff, and others;

  • Experience working within the University of Florida is a plus, but not required;

  • Experience with University procurement policies and practices and effective vendor management, to include contract negotiations;

  • Extensive experience with planning, executing, and evaluating programs, meetings and conferences successfully, including vendor selection, site selection, contracting and budgeting;

  • Extensive experience developing and maintaining presentations and senior correspondences;

  • Proficiency using the Microsoft Office suite, especially Outlook, Word, Excel, and PowerPoint.

  • Demonstrated ability to work collaboratively with University executives, senior research leadership and staff members, vendors and volunteers to achieve the goals of each project being managed;

  • Knowledge of University systems, as well as general administrative functions including travel, and complex meeting planning in an academic medical research or higher education environment;

  • Highly resourceful team-player, with the ability to also be extremely effective independently, interact professionally, and utilize effective writing and organizational skills;

  • Demonstrated ability to work independently with limited supervision and ability to work toward common goals as part of an administrative team;

  • Excellent oral and written communications skills, especially proof-reading and public speaking skills;

  • Demonstrated understanding and effective use of Emotional Intelligence strategies and skills;

  • Excellent organizational and planning skills; leadership ability to manage multiple projects and work assignments with competing deadlines;

  • Ability to work in and appreciate a culturally diverse organization;

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response;

  • Demonstrated collaborative skills with internal and external stakeholders to strategically plan deliver assigned projects;

  • Forward-thinking mentality, actively seeking opportunities and proposing creative solutions with strong decision-making capability;

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment;

  • Ability to develop and implement innovative and creative approaches to seminal events;

  • Demonstrated integrity, dependability, sound judgment, teamwork and resourcefulness to establish and maintain collaborative, positive and effective working relationships with multiple internal and external partners;

  • Strong demonstrated ability to establish and maintain effective working relationships with stakeholders and critical staff, both internally and externally, through a variety of communication mediums and venues.

Special Instructions to Applicants:

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.

Applicants must upload a copy of the following documents to be considered for this position:

  • Cover Letter or Letter of Interest
  • Curriculum Vitae or Resume
  • List of Three Professional References
  • This is a time limited position.

    Application must be submitted by 11:55 p.m. (ET) of the posting end date.

    Health Assessment Required:


    Advertised: 30 Apr 2021 Eastern Daylight Time
    Applications close: Open until filled

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