Classification Title:

Administrative Specialist II

Job Description:

The Department of Pediatrics is recruiting for a successful incumbent to fill the position of Administrative Specialist II in the division of Nephrology. This position functions as the operations coordinator for the division of Neonatology. This individual must be a self-starter able to follow through on assignments without reminder. This individual must be able to develop procedures, propose, and implement solutions to problems. This position will manage the expense budget for the division, supervise staff, and coordinate scheduling of various divisional activities.

Responsibilities include:

Fellowship Program
• Serves as the division fellowship coordinator and as the assistant to the program director
• Schedules and ensures compliance of SOC documentation for division fellows
• Monitors fellow graduation requirements
• Coordinates fellowship recruitment, including sending invitations, scheduling, creating interview itinerary, arranging accommodations, and following up with the candidates
• Prepares and coordinates fellowship ranking meeting, division semi-annual reviews, and annual program meeting
• Coordinates weekly neonatal grand rounds lectures, including scheduling and contacting speakers, ensures receipt and submission of documentations, and sends announcements
• Coordinates and manages evaluations and schedules in New Innovations for division faculty and fellows
•  Ensures division submits required documentation to the Graduate Medical Education office
• Ensures completion and submission of ACMGE faculty and fellow surveys, ACGME milestones, GME survey and the ACGME WebADS updates

Fiscal/Budget
•  Monitors expense budget for the division.  Works with Divisional Administrator and the fiscal office on all fiscal issues.  Researches and gathers information to assist in developing fiscal reports.  Works with Divisional Administrator to prepare projected annual expense budgets.
• Tracks and reports spending against Professional Development Allowances for all faculty, nurse practitioners, and house staff.
• Uses reporting tools (PeopleSoft, Business Objects) to develop ad hoc reports analyzing revenue cycle, fiscal, and clinical activities.
• Submits and tracks invoices for payment of services rendered in accordance with clinical contracts.
•  Approves travel authorizations, expense reports, and myufl market transactions

Personnel and Administration
•  Functions as administrative coordinator for the Division of Neonatology, including direct supervision of the 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 office has appropriate coverage at all times.  Works closely with the Divisional Administrator on issues of hires and staff assignments and workload.
•  Supervises, guides, and trains divisional office staff.  Works with the Divisional Administrator to assess staff needs in the division and makes workload and task assignment suggestions.  Actively participates in recruitment process and interviews candidates.  Meets with staff regularly to check on progress, assigns tasks, and makes sure that workload is appropriate.  Suggests training and ensures that hired staff has necessary technical knowledge to perform assigned tasks.  Provides training to new employees.
•  Approves leave and time for division employees including submission of proper FMLA documentation
•  Working with Division Chief and Divisional Administrator, develops protocols and guidelines for divisional operations.

Project Management
•  Works on special projects as assigned by the Division Chief or the Divisional Administrator.
•  Works on large divisional initiatives and proposals including but not limited to faculty interview coordinator, Eitzman visiting professor visit,and center proposal coordination.  These tasks require contact with faculty and staff in other divisions and departments as well as strong follow up and project management skills.  Meets with the Chief and the Divisional Administrator regularly to provide updates on the progress.  Makes suggestions and recommendations.

Scheduling and Program Coordination
•  Responsible for  updating the SPOK scheduling system. Reviews scheduling processes and workflow and suggest updates to policies and processes.
•  Coordinates credentialing of all faculty, house staff, and nursing staff.

Policies and Procedures
•  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.

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 Shands on-line systems (EPIC, LIS, HIS) highly desired.
•  Knowledge of coding and reimbursement guidelines.
•  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.  Personable with good telephone skills.  Strong inter-personal and communication skills; self-direction.
•  Ability to autonomously analyze complex problems; identify critical elements and alternatives; organize existing resources and new information to implement most appropriate solution.

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