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Administrative Spec II

4 months ago

Gainesville, United States University of Florida Full time

Job Description:

Meets with UF Health IT contract owner to assess needs and work with responsible IT leader, attorney assigned to specific contract, and vendor through the approval process.

Monitors UF Health IT contractor performance, including the reporting and status of contract deliverables, make recommendations for improvements.

Communicates with UF Health IT contractors/vendors/suppliers to ensure defined requirements, goals and targets are met and to improve service and quality. Facilitates customer relations and partnership relationships within UF Health IT and contractors/vendors/suppliers to achieve UF Health IT goals.

Oversees the contract database and associated files, using the database to assist tracking contract deliverables, renewal and re-solicitation of contracts. Keep current with Federal, State, and University procurement rules and regulations.

Researches a variety of complex materials in the process of interpreting policies and regulations as they relate to particular inquiries from both the general public and University of Florida and Shands HealthCare constituencies.
Coordinates directly with representatives from Health Science Center colleges and Shands HealthCare in solving problems and answering questions regarding personnel matters, budget issues, patient-related problems and general day-to-day activities. Serves as a liaison with the public, faculty, and University of Florida constituencies to share knowledge about the Health Science Center and Shands HealthCare.
Assists the Office of the CIO in the interactions with the Shands HealthCare and the Health Science Center constituencies, the UF President's Office, and other leadership of the University of Florida. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the missions of the Health Science Center colleges and Shands HealthCare. Assists in preparation of reports and proposals as requested.

Serve as administrative liaison for the CIO's office. This involves interaction with a variety of people including UF Health administrators, faculty, Hospital leadership, administrative staff, and University leadership. Works closely with stakeholders within UF Health and helps to facilitate operational tasks on behalf of the CIO and his/her direct reports; serves as an available point person on behalf of UF Health IT and ensures completed work is done promptly, and of sufficiently high quality to reflect the standards established by the CIO.

Responsible for receiving and reviewing all incoming written and pertinent electronic communications addressed to the Office of the CIO. Working independently with information from Health Science Center colleges and institutes, the University of Florida, and Shands HealthCare the incumbent in this position researches and collects the necessary information that will serve as a basis for preparing correspondence and responses, many of which involve confidential, complex, technical, and sensitive issues. Prepares and edits correspondence and prepares presentation materials for various Health Science Center, University of Florida and Shands HealthCare audiences. Screens telephone calls and answers questions that involve interpretation of policies and procedures and provide routine information to callers. Determines when it is appropriate to refer callers to another party for a response to their inquiry. Responsible for maintaining office filing system and index.

Coordinates the schedule and time commitments for the CIO by assisting in establishing priorities and making independent decisions regarding time management for an extremely complex calendar. Ensures scheduled meetings have appropriate rooms reserved with necessary infrastructure in place to support the meetings; prepares agendas; records, prepares and distributes meeting minutes as needed.
Oversees office clerical/operational problems, analyzes and is responsible for making recommended changes and once improved, oversees implementation; assists in internal operating procedures. Position requires the ability/knowledge to assess items, activities, calls, and communications for level of urgency/importance. Coordinates activities with Project Coordinators reporting to the UF Health IT Directors.

Arrange travel and process expense reports for CIO, including agenda and itinerary, confirmation of airline/hotel reservations, registration prepayment, and expense reports and reimbursement. Payments for travel expenses will be made with an enterprise Pcard. Purchase supplies as necessary for accomplishing the business of the office. Reconcile Pcard transactions monthly per Shands requirements.

Expected Salary:

$,-$,.0

Minimum Requirements:

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

Preferred Qualifications:

Knowledge of policies, procedures, and practices of UF Health IT, UF and Shands
Ability to work independently, organize and prioritize workload. Set priorities and meet deadlines.
Ability to communicate effectively verbally and in writing.
Ability to handle telephone calls in a courteous and effective manner.
Ability to organize and maintain records and management system.
Ability to establish and maintain effective working relationships with others.
 Ability to function independently
Ability to track and follow through on numerous projects (as needed)
Ability to apply problem solving techniques