Administrative Specialist I - Department of Orthopaedic Surgery and Sports Medicine

Classification Title:

Administrative Spec I

Classification Minimum Requirements:

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

Job Description:

The Administrative Specialist I provides administrative and operational support to physicians, staff, and departmental programs. The position coordinates schedules, correspondence, meetings, travel, records, communications, and other administrative activities while serving as a professional point of contact for internal and external stakeholders. The Administrative Specialist I work collaboratively with faculty, staff, patients, and other departments to ensure timely completion of administrative tasks and efficient departmental operations.

About this role:

Administrative Operations

• Provides administrative support to assigned faculty physicians, Advanced Practice Providers (APPs), and
  Division leadership to support efficient daily operations. Assists with coordinating routine administrative
  activities related to clinical, academic, research, and departmental responsibilities.
• Maintains provider calendars, clinic schedules, meetings, conferences, and departmental events using QGenda.
• Assists with coordinating weekly and monthly divisional conferences, including scheduling meetings, preparing agendas and supporting materials, coordinating logistics, and distributing follow-up communications.
• Performs routine administrative tasks, maintains accurate information, communicates schedule and
  meeting updates, and follows established departmental procedures and guidelines.
• Provides administrative support for faculty and APP licensure, DEA registration, hospital credentialing,
  clinical privileges, regulatory requirements, and related compliance activities.
• Maintains records and tracks, required documentation and renewal deadlines in accordance with established procedures.
• Assists with tracking faculty and APP leave, communicating schedule changes to appropriate departments, and coordinating routine provider coverage needs.
• Assists with domestic and international travel arrangements, conference registrations, reimbursements, and routine budget tracking in accordance with institutional policies and procedures. Reviews and routes
  incoming correspondence and refers matters requiring additional review or leadership attention to the
  appropriate individual. Provides administrative support with confidential legal and administrative
  documentation related to medical malpractice cases, expert witness requests, subpoenas, and attorney
  communications, following established departmental procedures.
• Manages incoming mail, correspondence, faxes, and electronic communications; prioritizes and routes
  information appropriately, responds to routine requests, and coordinates follow-up as needed.
• Provide administrative support for legal and medical-legal matters, including depositions, document requests, correspondence, billing, and preparation of supporting materials. Maintains confidentiality and follows applicable University policies and requirements.

Clinical Operations Coordination

• Provides administrative support for clinical scheduling activities, including provider clinic schedules,
  operating room schedules, trauma coverage, administrative assignments, and provider availability using
  scheduling systems such as Epic and QGenda.
• Assists with maintaining 24-hour trauma call schedules, rounding assignments, weekend and holiday coverage, trauma operating room coverage, and backup schedules in accordance with established departmental procedures.
• Updates and maintains scheduling information and communicates schedule changes to providers, clinic
  administrators, hospital personnel, operating room staff, and other appropriate departments.
• Assists with identifying routine scheduling conflicts and refers issues requiring additional review or decision-making to the appropriate supervisor or leadership. Provides administrative support for coordinating provider coverage to help maintain appropriate staffing and continuity of clinical operations. Prepares charts for local and regional clinics; and coordinates follow-up activities.
• Provide administrative support to referring physicians, patients, families, and healthcare professionals
  regarding referrals, scheduling, and routine coordination of care.
• Assists with scheduling telemedicine appointments and coordinating patient follow-up activities and related administrative tasks.
• Responds to routine patient-related administrative inquiries involving scheduling, medical documentation, imaging requests, prescriptions, healthcare forms, and other clinical support needs, following established policies and procedures, and refers issues requiring additional review to the appropriate staff.
• Assists with receiving, uploading, tracking, and returning diagnostic imaging to support physician review
  and patient care.
• Prepares and distributes patient census reports and routine operational reports to support physician scheduling and daily clinical activities. Maintains accurate records and communicates updates to appropriate staff and departments in accordance with established procedures.

Program Coordination and Compliance

• Follows departmental, institutional, and clinical policies and established procedures when performing
  administrative activities and maintaining compliance with applicable requirements.
• Provides administrative support and serves as a point of contact among faculty physicians, APPs, hospital departments, administrative offices, and other appropriate individuals to facilitate routine communication and coordination.
• Assist with maintaining administrative procedures, workflows, systems, and databases to support
  accurate and timely completion of assigned activities.
• Updates and maintains administrative records and information, ensuring accuracy, completeness, and appropriate documentation.
• Maintains confidential personnel, clinical, financial, and operational information in accordance with university, hospital, HIPAA, and other applicable requirements.
• Provide routine administrative information to faculty and staff regarding established administrative
  processes, scheduling procedures, credentialing requirements, travel policies, and departmental procedures, and refers questions requiring additional interpretation or guidance to the appropriate
  supervisor or department. Assists with departmental initiatives, process improvement activities, and
  special projects by completing assigned administrative tasks and providing support as needed.

Expected Salary:

$22 - $24 per hour, commensurate with education and experience.

Required Qualifications:

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

Preferred:

• Experience in a healthcare setting
• Demonstrates comprehensive knowledge of advanced administrative practices,
  academic medicine operations, healthcare administration, and physician practice support
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, etc.
• Demonstrate project management skills
• Ability to compose own correspondence and edit/proofread that of others
• Capable of working under pressure and producing within deadlines
• Ability to prioritize own work and proceed with minimum supervision
• Ability to always maintain a professional approach
• Demonstrate ease with learning new programs
• Always maintain strict confidentiality
• Interacts professionally with the public in a sensitive and professional manner; screens
  requests and materials effectively and efficiently; and readily handles a variety of
  situations
• Works independently and as a team member
• Articulate; has a good command of the English language
• Punctual; maintains an excellent attendance record
• Highly organized
• Consistently demonstrates personal initiative
• Displays interest in the overall well-being of the health system
• Takes initiative to assist whenever possible in the success of the institution

Special Instructions to Applicants:

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

This position is eligible for veterans' preference. To claim veterans' preference, please upload a copy of your DD 214 Form or equivalent certification with your application for consideration. See UF’s Veterans' Preference Page for more details.

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

Health Assessment Required:No