Administrative Specialist II

Personnel and Administrative Support:
Function as the primary administrative contact and support for Pediatric Infectious Diseases, providing back-up and cross-coverage for the Hematology/Oncology and Nephrology divisions. Responsibilities include coordinating faculty and staff absences and leave, approving staff time, and entering time for all faculty within assigned divisions. Work closely with the Assistant Director on hiring issues, staff assignments, and workload distribution. Collaborate with Division Chiefs to coordinate faculty and fellow recruitment visits, hires and manage travel and itineraries for faculty and staff recruits.

Recommend policies for program operations and advise faculty and administrators on the interpretation, application, and implementation of new or revised rules, policies, and procedures. Make suggestions to the Chief of assigned divisions to ensure efficient operations and achieve cost savings. Create and periodically update divisional organizational charts, prepare annual faculty evaluation letters, and coordinate quarterly check-ins with staff. Serve as the administrative assistant to the Division Chiefs of Infectious Diseases, assisting with special projects related to budgetary issues, scheduling, reporting, and the Chiefs' administrative roles across all divisions. Work with Division Chiefs on special reporting required by the College of Medicine related to faculty effort and assignments. Provide administrative support to faculty, RNs, ARNs, PAs, and staff.

Clinical Services Support:
Maintain clinical (inpatient, outpatient, and doctor office) schedules for faculty and clinical staff across all assigned divisions, working closely with the division chief, and division administrator to ensure assignments align with cFTE assignments. Periodically reviewing schedule processes and workflows and suggesting updates to policies and procedures. Enter faculty and staff clinical schedules in EPIC on-call. Track faculty membership, license, and certification renewals and process reimbursements for PDA expenses. Work with the Divisional Administrator and fiscal office on all fiscal matters, researching and gathering information for the preparation of divisional budgets as requested by the Assistant Director.

Data Management for Florida DOH Contracts:
Serves as the primary administrative contact and data manager for Infectious Diseases’ Florida Department of Health contracts and provides administrative contract support for Nephrology and HemOnc divisions. This role also entails active participation in the Statewide Network for Access and Quality program. The data manager is responsible for collecting and preparing data/statistical information related to statewide quality improvement projects and two local projects mandated annually. This includes attending all scheduled monthly meetings and learning sessions, and ensuring data collection and preparation for all monthly, quarterly, annual, and year-end deliverables as outlined in the contract.

The position collaborates closely with the chief, medical director on the contract, and division administrator regarding program changes or updates from the FL DOH. Maintaining up-to-date databases specific to the patient population of the division and the contract is also a key aspect of the role.

Additionally, the data manager works closely with EPIC and IT teams to request and develop reports, ensuring required questionnaires are compatible in EPIC and MyChart systems. They also collaborate with nurse navigators to ensure all patients defined in the contract or quality improvement project are receiving and completing questionnaires as per contract guidelines.

$48,000 - $53,000 annually 

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Experience with DOH contracts; scheduling; healthcare experience at UF

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