Office Manager - Department of Pediatrics

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532055&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532055

Work type: Staff Full-Time

Location: In the State of Florida

Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support

Department: 29091200 - MD-PEDS-GENERAL

Classification Title:

Administrative Spec II

Job Description:

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 and Medical Directors. 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.

HR, Payroll and Fiscal Activities:

Responsible for a completion of administrative and fiscal tasks within the division to ensure normal workflow operations. Activities include: track and enter faculty leave, coordinate faculty travel(including 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. oversee the process of reimbursing 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.

Clinical Services Operation Oversight:

Works with the Medical Directors and the Division Chief to prepare and revise the call schedules for Gen Peds faculty members and project coverage needs for the future. Monitors the faculty members’ vacation and travel plans assuring coverage for their clinical responsibilities including times when there are unplanned emergency absences. Inputs schedules and publish online; monitors and keeps schedules up to date. Responsible for the preparation of yearly call schedules for General Pediatrics and the Newborn Nursery. Work with the General Pediatrics and community co-director of Pediatrics After Hours (PAH) to oversee the preparation and maintenance of the yearly master schedule for the PAH Clinic. Using the master, creates yearly schedule for General Pediatrics physicians’ individual PAH responsibilities. Serves as liaison with PAH clinic, UF and community physicians to assure coverage for clinics and backup, schedule periodic PAH meetings, and relay any issues to the community and UF co-directors. Input monthly schedules and publication online and monitors changes to schedule.

Personnel and Administration:

Screens and triages telephone calls for General Pediatrics faculty and staff, assuring that phones are covered from 8 am – 5 pm daily. Directs inquiries to faculty as needed and route calls appropriately for faculty and staff. Uses initiative in dealing with emergency situations and when routing calls to other divisions/departments. Actively participates recruitment and evaluations in conjunction with Divisional Administrator. 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.

CMS Contract Management:

Responsible for the administrative reporting requirements for CMS contracts under General Pediatrics (Adolescent and Craniofacial) and any other contracts associated with the division. The incumbent carries out activities related to collecting data. Responsible for collecting the information and generating quarterly and annual reports for our CMS contracts.

Policy Development:

Recommends policy updates for program development and advises staff and faculty on interpretation of policies to ensure process flow. Responsible for ensuring that faculty follow clinic leave policy and other similar policies within the Department and University. Creates and periodically updates divisional operations manual. Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine.

Expected Salary:

$49,000 - $53,000 annually

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:

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

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

Advertised: 21 Jun 2024 Eastern Daylight Time

Applications close: 27 Jun 2024 Eastern Daylight Time