Assistant Director

The Assistant Director provides high-level administrative, operational, and strategic support to the Department Chair and faculty. This role oversees daily departmental operations, faculty support services, recruitment activities, and special projects while ensuring efficiency, compliance, and alignment with organizational goals. The Assistant Director also plays a key role in staff supervision, marketing initiatives, and donor relations.

This position is not eligible for Visa Sponsorship.

Work Environment
This position operates in a professional office and/or healthcare environment and requires
frequent interaction with faculty, staff, leadership, and external partners.

Key Responsibilities

Administrative Operations

• Manage complex scheduling needs, including faculty meetings, departmental

meetings, and Chair calendar coordination.

• Prepare, document, and maintain accurate minutes for faculty meetings.
• Coordinate travel arrangements for the Chair and faculty as needed.
• Compile and prepare data and materials for annual Chair reports.
• Provide comprehensive administrative and secretarial support to faculty and
• department leadership.
• Track faculty leave and manage call schedules using Qgenda.
• Coordinate with internal and external departments to support operational initiatives
• and clinic expansion.
• Partner with external sites to support growth initiatives, including equipment
• planning and patient care expansion.
• Generate and analyze operational reports (e.g., FAR, Qlik) to support decision making.
• Plan and coordinate departmental events and meetings.
• Lead and execute special projects as assigned by the Chair.

Recruitment & Onboarding

• Coordinate all aspects of candidate interviews, including on-site and virtual
• scheduling.
• Organize recruitment logistics, meetings, and candidate communications.
• Support onboarding and orientation for new faculty.
• Facilitate new hire setup, including ordering business materials.
• Lead recruitment and hiring processes for administrative support staff.

Supervision & Staff Management

• Supervise surgery schedulers and provide leadership, training, and support.
• Conduct performance evaluations and manage staff development.
• Develop and maintain accurate job descriptions for departmental roles.

Marketing & Communications

• Manage and support departmental social media and communication strategies.
• Draft and distribute internal and external communications, including
• announcements for new physicians.
• Assist in the development and execution of marketing campaigns.
• Maintain and update departmental website content.
• Fundraising & Donor Relations
• Serve as liaison with the Foundation to support fundraising efforts.
• Develop and maintain strong relationships with donors.
• Coordinate donor access to the Chair and ensure timely communication.
• Ensure donor needs are addressed promptly and professionally.

• This position requires a Bachelor’s degree from a regionally accredited institution with a minimum of four years related exempt experience, including two years of supervisory experience.

• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.

• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

(a) Two years of direct experience for an associate degree;

(b) Four years of direct experience for a bachelor’s degree;

(c) Six years of direct experience for a master’s degree;

(d) Seven years of direct experience for a professional degree; or

(e) Nine years of direct experience for a doctoral degree

• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications
• Experience in healthcare, academic medicine, or higher education environments
• Prior supervisory or team leadership experience
• Familiarity with scheduling systems (e.g., Qgenda) and reporting tools (e.g., Qlik)
• Experience supporting recruitment and onboarding processes