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The Administrative Specialist II oversees the administrative operations of assigned divisions. The primary role is being responsible for the day-to-day divisional operations, providing administrative oversight for faculty calendars and meetings, working collaboratively with the practice managers and QGenda coordinator on clinic and call schedules. Provides administrative support to the related fellowship programs including monitoring compliance with the program governing body standards and requirements.
Duties Include:
Serves as the Administrative Support for the assigned divisions. Responsible for overseeing day-to-day administrative operations within the divisions. Serves as the lead resource to all constituents interacting with the divisions. Recommends policies and procedures to effectively support the division’s operations and objectives in all missions, including clinical, educational, research and service. Responsible for implementing approved policies and procedures in collaboration with Division Chief(s) and OBGYN Director of Health Care Administration. Ensures division policies and procedures are consistent with those of the University, College of Medicine, and Department of Obstetrics and Gynecology. Provides administrative support to the Division Chief(s) and division faculty on special projects including programmatic expansion, building relationships with multidisciplinary departments/divisions, developing handouts, and working with marketing and the Chair’s office to advertise new services.
Oversees scheduling and agenda, maintains minutes and task lists for all reoccurring divisional meetings. Tracks projects using various computer software packages, such as, Microsoft Access and Excel. Prepares presentations using PowerPoint and other presentation tools. Prepares purchasing vouchers. Coordinates, processes, and audits vacation schedules to ensure accuracy of PeopleSoft entries. Directs information requests to the appropriate resource to expedite communication.
Using department calendaring systems, manages divisional calendars. Formulates Division’s monthly daytime clinic schedule for division leadership approval. Distributes Division’s daytime clinic in accordance with department policy. Works closely with practice management staff to resolve scheduling conflicts. Organizes the scheduling and participation of division faculty, fellows and staff in departmental meetings, UF Health committee meetings, academic programs such as Grand Rounds and Fellow Conferences, interdisciplinary and interdepartmental courses, and community lectures. Staffs meetings as requested.
Works with HR and the Chair’s Office with faculty and APP recruitment. Point of contact and assists interview scheduling and onboarding, including arranging office space and providing divisional orientation. Prepares travel authorizations and travel expense reports for division staff upon approval. Makes airline, hotel, and/or car rental reservations when requested. Interacts with the Accounting Office for budget management and maintenance of division financial records.
Recredentialing, license maintenance, updating CVs and biosketches, helping with manuscripts, etc. Maintains certifications for specialty and sub-specialty practice, and prepares reports required for UF Health credentialing. Keeps faculty notified of status and qualifications for credentialing/annual re credentialing. Informs faculty of upcoming CME lectures, courses, and events they are eligible to take/attend to meet their CME requirements.
Coordinates fellowship training program to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) and American Association of Gynecologic Laparoscopists (non-ACGME) for accreditation standards, as applicable based on assigned divisions.
Gathers information for and prepares Annual Report for Program Director’s approval. Uploads Annual Report to governing board’s website.
Keeps informed of general and special requirements, as well as programmatic changes and updates for the subspecialists of assigned divisions. Maintains active working relationship with ACGME and AAGL staff. Oversees maintenance and accuracy of information for fellowship and faculty profiles on accrediting websites. Collects and collates data required for reports.
Electronic Residency Application Service (ERAS): Coordinates the National Residency Matching Program. Accesses online database and reviews and gathers applicants’ documents. Plans and coordinates fellowship applicant interviews, including coordination of itinerary and travel. Registers incoming fellow with governing board and processes registration payment.
Works closely with the Graduate Medical Education (GME) office to stay current on information. Prepares and submits GME Annual Performance Report. Maintains fellowship records and files electronically. Updates web content for Fellowship Training Program. After each rotation, sends required evaluations to appropriate training faculty. Compiles evaluations and maintain evaluation summary for each fellow as required by the governing body. Coordinate with fellows on each semester’s course registration, travel planning/processing, call schedules, DEA certification, FL medical license renewals, CME requirements, sponsored research administrative pages, IRB required paperwork, and other correspondence.
Specialized Project Management – this position will work closely with divisional/departmental leadership on various projects. Other duties and projects as directed by Assistant Director and/or Director of OBGYN. Performs any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine.
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