| Job Description: |
The Administrative Support Assistant II herein described supports Pathology Department as part of the Oral and Maxillofacial Diagnostic Sciences, a major clinical department with a varied spectrum of activities, including broad reaching undergraduate and graduate clinical and didactic programs that interact and integrate with all other clinical programs of the College of Dentistry. This position reports directly to the Manager of Operations
Departmental Administration, Fiscal Support and Academics
- Administrative assistance to Director of Pathology Department and Chair.
- Responsible for fiscal support in the following areas: Process travel authorizations, expense reports reimbursement, and cash advances in UFGO, Departmental PCard responsibility, Department catering, purchasing, and ordering needs.
- Maintain all courses taught by the department faculty online, upload presentations and course documents, quizzes, format examinations for online administration, proctor remedial examinations, maintain course grades for all doctoral and post-doctoral students for departmental courses, record and report grades
- Daily recording of clinical grades for juniors and seniors in the clinics (160+ students total)
- Coordinate faculty instructor workloads and faculty assignments
- Attend course planning meetings with faculty and Office of Education and follow up as needed
- Maintain radiology-specific portion of academic records for radiology residents, facilitation of transcript creation via communication with the Advanced Education Office
- Assist with compliance of effort report forms (Academic Activities Reporting and Faculty Assignment Reports)
- Assist with compliance of faculty, staff, and residents with university policies, maintains annual training certification, and sends out reminders at the appropriate time; includes Health Insurance Portability and Accountability Act of 1996 (HIPAA) certification, Institutional Review Board (IRB) compliance, and Basic Life Support certifications for all staff, faculty, and residents.
- Management of Promotion and Tenure applications
- Maintenance of CV and toolkit entries
- Entry of Continuing Education courses on calendar
- Liaison to potential residents or interns; scheduling interview dates and assistance with event management
- Facilitation of IT concerns as needed
- Assist in managing schedules for faculty, organize department/division meetings, committee meetings
- Attend and take minutes for monthly department meetings and others as requested
- Assist the chair with annual faculty evaluation process, documentation of faculty assignments, and preparation of the departmental annual report
- Drafting, editing, and formatting faculty correspondence
- Daily pickup and drop off mail, ensuring prompt delivery to correct personnel and locations
- Certification of annual department space allocation report. Includes federal audit preparation and responsibility for fielding affiliated interviews.
- Drafting of department policy as needed
- Presentations to department faculty as needed for onboarding new services or improving workflow
- Creation and maintenance of a handbook documenting position duties, procedures, timelines, key contacts, and optimum prioritization balances
- Department website analysis, correction, and maintenance (dental.ufl.edu and ufhealth.org)
- Maintenance of department emergency contact tree
- Provide administrative support to Oral Medicine Faculty and staff as needed
Oral and Maxillofacial Pathology Support
- Provide daily administrative support to Pathology Biopsy Service staff for the creation of patient accounts and daily reports. Familiarity with discipline-specific terminology is desirable.
- Maintain the Pathology Biopsy Service database
- Proofread any oral medicine clinic reports dictated by the Pathology faculty, and send to referring doctors
- Complete all graduate medical education (GME) related reporting/submitting reports to the Office of Advanced Education
- Manage residents’ schedules
- Backup phone line support and fielding of basic questions
- Provide backup support to Pathology Biopsy Service billing, including verification of patient demographics, entry of insurance, and processing of charges
- Perform other responsibilities that may be assigned as necessary
Oral and Maxillofacial Radiology
- Provide back-up support to the Radiology department as needed. Help prospective clients set up accounts; transmit billing information including level of service, ICD-10 codes etc. to the department’s finance personnel on a daily basis
- Maintain and update database for external consults
- Internal Reports
- Continuously monitor faculty queues for incoming cases and prepare preliminary report templates as requests come in
- Proof, secure, and upload reports to patients’ charts in Axium on a daily basis, which also transmits billing information including level of service, ICD-10 codes etc. to the department’s finance personnel.
- External Radiograph Interpretation Service
- Establish and maintain contact with all outside imaging labs that send cases for interpretation reports, including distribution of consult forms and other material needed for online transfer of scans to the server and creating and maintaining Axium charts
- Monitor Oral Radiology email and fax for external case requests and process them promptly as received
- Proof and secure completed reports and send them out to clients according to protocol
- Maintain email list of external clients and contact as needed for notifications about billing, closures, and any other pertinent updates
- Creation and distribution of annual graduation invitations
- Front-line contact for Oral Radiology through phone line and email
- Weekly Scheduling
- Coordination and distribution
- Entry into Spok Mobile; maintenance of correct shifts
- Assistance with creation of new report templates, drafting of new forms and procedural documents for the external radiograph interpretation service, and maintenance of the same
- Cross-training fellow TEAMS employees in radiology duties and ensuring they are notified of any protocol changes
Other duties as assigned by the Department Chair, Division Director and Manager
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| Expected Salary: |
$21.06 per hour; commensurate with education and experience
Benefits:
The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various businesses and retailers!
Explore UF’s plethora of benefit options here: TEAMS Benefits
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| Preferred: |
Knowledge
- Knowledge of correct grammar, spelling, punctuation, and terminology used
- Knowledge of basic arithmetic
- Knowledge of organizing files, records, schedules and related materials
Skills
- Skilled in organizing files, records, schedules, and related materials
- Problem solving skills
- Typing, transcription, and computing skills
- Proficient in Microsoft Office, clinic management software, web-based programs, Adobe Acrobat, and Adobe Photoshop
Abilities
- Ability to organize files, records, schedules, and related materials
- Ability to deal with the public in a courteous and tactful manner
- Ability to establish and maintain effective working relationships
- Ability to follow verbal and written instructions
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