MGR, Administrative Services

Job No: 537257
Work Type: Full Time
Location: Main
Campus (Gainesville, FL)
Categories: Health Care Administration/Support
Department: 29040100 –
MD-ANESTHESIOLOGY-GENERAL

Job Description

Classification Title:

MGR, Administrative
Services

Classification Minimum Requirements:

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

Job Description:

The Office Manager serves as the
central administrative leader in the Chair’s Office of the Department of Anesthesiology. This position supports the Chair and Vice Chair of
Finance by managing high-level administrative operations, maintaining effective communication flow, supervising administrative staff, and
ensuring the professional and efficient execution of departmental priorities. This role requires a high degree of autonomy, judgment, and
professionalism in representing department leadership internally and externally across the university, UF Health, and with external
stakeholders.

Executive Operations & Administrative Support

Serve as the first point of contact and welcoming presence for
guests visiting the Chair’s Office. Triage incoming issues for the Chair and Vice Chair, managing time-sensitive matters and independently
resolving or escalating concerns. Manage calendars for the Chair and Vice Chair, coordinating across departments, colleges, and external
partners to protect leadership time and priorities. Direct the flow of information in and out of the department’s executive suite to support
timely responses and decision making. Maintain collaborative relationships with key university, hospital, and department stakeholders,
enhancing communication and engagement through consistent, clear correspondence. Independently manage projects for department leadership,
including those related to society involvement, specialty meetings, and board service. Proactively assess current office processes,
recommend operational improvements, and support implementation of change initiatives. Coordinate logistics for departmental seminars,
speaking engagements, and special events, including venue reservations, catering, audio-visual needs, material preparation, and meeting
support. Attend meetings to take minutes, serve as a resource, and ensure appropriate follow-up. Serve as a liaison between department
leadership and staff, interpreting policies and resolving operational concerns as needed.

Office Oversight and Supervision

Supervise the Administrative Specialist II by delegating assignments, monitoring deadlines, and following up to ensure timely and
high-quality work. Maintain confidentiality and professionalism in all communications and matters handled in the Chair’s Office. Support the
development of long-term administrative goals and departmental priorities. Review and approve leave requests from administrative divisional
leaders, ensuring alignment with department expectations and university policy. Oversee departmental documentation and communications to
ensure they meet quality and compliance standards. Organize, assign, and track work assignments, set priorities, and provide ongoing
direction to staff. Oversee daily administrative tasks, including answering phones, handling mail, printing, copying, and ordering supplies.
Maintain the cleanliness and organization of the executive office space. Submit and track work orders to UF IT, UF Health IT, and Facilities
Services for equipment or office maintenance needs. Provide guidance and support to callers, visitors, faculty, housestaff, and staff,
ensuring they receive timely and accurate information.

Travel & Financial Administration

Coordinate all travel arrangements
for the Chair and Vice Chair, including verifying funding sources, submitting travel authorizations, and obtaining appropriate approvals.
Act as liaison with external agencies (UFGO, airlines, hotels) to ensure efficient travel experiences. Prepare and submit travel expense
reports, ensuring adherence to university policies and cost-efficiency standards. Reconcile PCard charges for the Chair’s Office, verifying
account accuracy, transaction descriptions, and business purposes. Process invoices, honorariums, and payments for services rendered in a
timely and policy-compliant manner. Administer the Chair’s Office budget and ensure expenditures align with university policies and
state/federal guidelines. Develop annual forecasts for income and expenses for administrative activities. Provide budgetary guidance to
faculty, staff, housestaff, and leadership on office-related purchasing and expense processes.

Expected Salary:

$70,000 –
$80,000

Required Qualifications:

Qualifications refer to evidence-based or demonstrated knowledge, skills, abilities, and
experiences required for the role. For TEAMS positions the required qualifications should reflect Classification Minimum Requirements. For
Faculty roles, these qualifications may reflect college-specific requirements needed for success in the role.

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

Preferred:

• Experience supporting senior leaders in an academic healthcare environment.
• Strong
  interpersonal, organizational, and time management skills.
• Proficiency in Microsoft Office and University of Florida administrative
  systems.
• High degree of professionalism and discretion with sensitive information.
• Demonstrated ability to manage
  competing priorities.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and
resume.

The University of Florida is committed to providing equal employment opportunities for all qualified individuals. If you
require an accommodation due to a disability to apply for this position, please contact the ADA Office at (352) 392-2477 or the Florida
Relay System at (800) 955-8771 (TDD). For more information, visit the UF ADA Compliance website: https://ada.ufl.edu

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

Health
Assessment Required:
No

Applications Close: 29 September 2025

To apply, visit https://explore.jobs.ufl.edu/en-us/job/537257

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.

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