Administrative Spec II
Job Description:The Administrative Specialist II described herein is located in the Department of Pediatrics. The incumbent in this position functions as the clinical operations coordinator for the Division of Pediatric Allergy, Immunology, Rheumatology. The incumbent follows through on assignments without reminders is developing procedures and implementing solutions to problems as they arise.
Clinical Services Operations Oversight:
Monitor/oversee clinical services administrative operations. Activities include: Proactively monitor schedules (Clinic, Service, On-Call, etc.) related to clinical care to ensure operational efficiency and avoid scheduling conflict; Review provider templates in advance to avoid open clinic spots; Ensure clinic session are closed in accordance with Departmental policy; Review providers schedule to ensure that patients have appointment with the appropriate provider; Serve as team lead to other Clinical Service Representatives to ensure accuracy of actions taken and superior customer service; Draft and disseminate monthly call schedule, with direction from the Division Chief; Serve as primary point of contact for Patient Access Center and Clinic locations; Troubleshoot any scheduling/operational errors/oversight; Coordination of complex multidisciplinary care programs.
Overseeing and Backing The Insurance Prior Authorizations (PAs) Process:
Supervision/coordination of prior authorizations for both routine and complex matters such as medications and more complex authorizations. This role directly supervises LPN and OPS employees whose daily work involves all prior authorizations from start to finish. Regularly reviews the Excel log tracking all prior authorizations from pre- and post- insurance approvals and meets with a lead APRN to discuss and troubleshoot any complex cases and work out solutions. Makes sure that all urgent and problematic pending cases are reported to the APRN and/or the Division Chief, for the “next step” and/or alternative plan to be made and implemented.
Coordinator for the Pediatric Rheumatology Fellowship Program:
Coordination of recruiting and onboarding activities for new trainees; Maintenance of all related data tracking systems; Collaboration with the Pediatric Medical Education unit; drafting/editing program policies and completing tasks as assigned by Program Director. This position is responsible for obtaining, extracting, and compiling data for submission to the ACGME for program re-accreditation. Works closely with the Program Director to ensure the daily functions of the Fellowship Program are met in a timely and concise manner. Assists with recruitment of new fellows by working directly with applicants to ensure appropriate travel arrangements and to ensure an appropriate itinerary during their visit. Works with Pediatric Housestaff administrative staff to ensure fellow’s match, proper interview process, and current letters of offer meet University of Florida, College of Medicine guidelines and procedures. Also, tracks fellows to accurately submit current information to ACGME database. Responsible for submitting, tracking, and compiling bi-annual fellows’ evaluation forms from faculty as required by ACGME. Tracks fellow leave and reports to the appropriate personnel. Coordinates weekly fellowship lecture by making sure notices go out via email and that lectures and attendance are logged in New Innovations.
Clinical Service Support:
Provide clinical operations support for assigned division. Activities include: Build faculty, resident, fellow and nursing clinic templates in Epic, under the supervision of the Division Chief Division Administrator; Modify clinic templates, as needed; Answers a multi-line phone system; documenting patient-related messages in the electronic medical record and sending to appropriate medical professional for follow up; Schedules routine outpatient clinic appointments; Updates patient electronic medical record, including demographics, insurance, and provider information; And completion of complex multidisciplinary care programs. Coordinates and maintains clinical master schedules for faculty and clinical staff. Works closely with clinic managers and staff to ensure all patients are scheduled appropriately and timely. Periodically reviews scheduling processes and workflow and suggest updates to policies and processes.
Administrative Assistant to the Division Chief:
Works closely with Division Chief on special projects relating to budgetary issues, scheduling, and the Chief’s administrative roles to the Division. Works with the Division Chief and Divisional Administrator on special reporting required by the College of Medicine relating to faculty effort and assignments. Coordinates the on-call schedule for the division in conjunction with the Division Chief. Provides administrative support (calendar maintenance, travel arrangements, travel reimbursements, scheduling meetings, etc.) to faculty, RNs, ARNPs, and PAs for the Division as needed on a daily basis. Works with Divisional Administrator to complete VISA related paperwork for foreign national faculty members in the Division. This includes preparation for Conrad VISA waivers. Coordinates meetings & manages the Division Chief’s calendar; ensures that division meetings/conference do not conflict with normal business operations; assist in the setup and cleanup of division run meetings/conferences; completes various tasks as assigned
Personnel and Administration:
Functions as administrative coordinator for the Division. Provides direct supervision to a OPS and LPNs. Oversees other divisional employees; interviewing and hiring office personnel; conducting evaluations of office personnel; problem solving. Responsible for the coordination of staff absences and leave; ensures that the offices have appropriate coverage at all times. Works closely with the Divisional Administrator on issues of hires, staff assignments, and workload. Works closely with Division Chief to coordinate faculty hires. Coordinates travel and itineraries to ensure visiting applicants are treated with the upmost respect and hospitality.
HR, Payroll and Fiscal Activities:
Complete administrative and fiscal tasks within the division to ensure normal workflow operations. Activities include: Track and enter faculty leave; Coordinate faculty travel, including processing travel authorizations and expense reports; Coordinate itineraries for faculty recruitment visits; Assist faculty with purchasing items, and reconciling procurement card charges; Process employee reimbursements; Reconciles PCARD charges for Division.
Fiscal/Budget:
Tracks the expenses of all faculty members for the Division. Reimburse faculty members for expenses paid as part of their annual PDA allotment. Works with Divisional Administrator and the fiscal office on all fiscal issues. Will research and gather information to assist in developing fiscal reports. Works with Divisional Administrator to prepare projected annual budgets, related to expense and salary issues.
Recommends policy for program operations and advises faculty/administrators in the unit regarding interpretations, applications, and implementation of new or revised rules, policies, and procedures. Makes suggestions to the Chief to ensure efficient operations and achieve cost savings. Creates and periodically updates divisional operations manual. Provides training to new employees. Works on special projects as assigned by the Division Chief or the Divisional Administrator. Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine.
Expected Salary:$50,000-$58,000; consummate 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:Extensive knowledge/experience in clinical operations highly preferred.
Knowledge of Health Center and College of Medicine rules and regulations regarding personnel management, purchasing, travel, and UF Health on-line systems (Epic) highly desired.
Ability to provide direction and disseminate policy and procedure in an effective manner. Ability to plan, manage, organize and coordinate assignments, and monitor activities of multiple projects simultaneously.
Ability to comprehend legal and medical terminology related to general clinical operations. Knowledge of medical terminology highly preferred.
Personable with good telephone skills. Strong inter-personal and communication skills; self-direction.
Special Instructions to Applicants:To be considered for this position, please upload your cover letter or letter of interest, resume, and a list of professional references.
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.
This is a time-limited position.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No