| Job Description: |
- Responsible for managing the onboarding process for College of Medicine and FGP Clinic faculty, residents, fellows, staff, OPS, Graduate Students, courtesy appointments and Shands mid-levels, for the Department of Orthopaedic Surgery and Sports Medicine. Communicates any issues to the Director and Associate Director. Responsible for hospital/facility credentialing, reappointments and provider enrollment for faculty and advanced practice (APP) providers. Work closely with credentialing staff on all new and renewals for credentialing and work as the liaison with the faculty and mid-levels (including mid-levels hired by Shands) to get forms signed and returned. Ensure that the PLQ is completed in full, obtain Chair’s signature and submit. Complete NPIF, billing area forms accurately and submit in a timely fashion to the appropriate office to ensure that staff is credentialed prior to their start date. Enter new faculty and individuals with academic appointments into the University systems in collaboration with other departmental staff; oversee maintenance of related University, Hospital and departmental databases; works closely with Shands Human Resources for recruitment activities for FGP clinic positions. Maintain employee internal database for Shands employees. Serve as the liaison with the Self-Insurance Trust Office to ensure that the level of coverage for malpractice is secured. Coordinate new employees for pre-employment assessment test. Ensure the required approvals are obtained for the health assessment and bloodborne pathogen training for new employees. Submit online requests for new employee ID badges and send information to the employee. Coordinate the on-boarding process and ensure that new faculty and staff employees hired by UF and Shands are oriented in compliance with departmental and institutional policies. Assure all faculty and support staff records in the University, College and Departmental systems are up to date. Provide leadership for the faculty and staff with respect to benefit issues, departmental policies, and the like.
- Responsible for the recruitment process for departmental faculty and staff including development of job descriptions, gaining approval and posting/advertising openings, and establishment of appropriate salary and benefits packages. Collect and analyze salaries within the Department to give recommendation to Chairman, Faculty and/or Executive Director and Associate Director for new positions. Maintain and update department employee database. Create and maintain all organizational charts for the department. Ensure that all staff appointments have been e-verified with the Homeland Security within the mandated time frame.
- Manage departmental and FGP clinic timekeeping processes; assure policies and procedures are followed by the departmental staff. Verify that employees receive correct pay; communicate with other staff to share information as needed. Must be familiar with Kronos system to ensure Shands employees are paid correctly. Maintain leave balances for exempt personnel. Responsible for ensuring that exempt staff time is entered accurately into the system by the HR Generalist and then approve the time in the system. Verify that staff uses their comp leave balances prior to any vacation time. Assist staff with any questions regarding their leave balance, salary, OT, etc Responsible for approving the OCAH, Saturday Trauma, Holiday Call Pay that is calculated by the HR Generalist.
- Coordinates with Department of Orthopaedics Educational Office to ensure all incoming and outgoing Housestaff appointment and termination paperwork is completed. Must ensure that all incoming residents receive their training license, National Provider Identification numbers, Student Health Center clearance, background checks, etc. Work closely with the Dean’s office to verify all information is received in a timely fashion. Attend annual housestaff meeting for updated information and processes for the new year. Set up for incoming residents to submit their picture online to Gator1ID for badge to be created and picked up prior to their start date. Ensures all appointments are entered into the system, documents are correct and uploaded correctly, time is loaded automatically and distributions are entered prior to start date.
- Runs and reviews reports weekly to ensure accuracy of schedules. Pulls reports for time away from Qgenda system and ensures accuracy for both Shands and UF paid providers. The time away reports are used to input into Peoplesoft and Kronos systems. Reconciles invoices from vendors and submits for payment.
- Responsible for oversight of HR issues such as classification/compensation, leaves of absence, staff relations and employee communication and satisfaction for University employees and FGP clinic employees for the Department of Orthopaedics. Communicates with Associate Director and Director regarding personnel updates and HR issues during weekly administrative meeting. Develops and maintains operational policies and procedures related to personnel actions for Associate Director and/or Director approval. Monitor and implement departmental compliance with HR policies and mandatory programs of the University, College and Department. Serve as a resource to departmental managers and employees regarding these policies. Facilitate completion of faculty and staff evaluations consistent with the University and College deadlines. Facilitate FGP performance evaluations; must be familiar with Shands employee relations to provide support to clinic staff. Maintain updated personnel files on all departmental personnel and APP personnel. Produce, analyze and present ad-hoc reports and executive summaries. Prepare graphs, charts, slides, etc as necessary to communicate effectively. Coordinate and process all FMLA paperwork and assure all guidelines are followed. Maintain a list of all employees who have participated in the mandatory trainings (HIPAA, Compliance, Sexual Harassment, etc). Notify those that have not completed it to complete it within the mandated time frame.
- Responsible for monitoring monthly payroll reports to ensure that funds are expended appropriately. Ensures that 100% of general revenue funds and appropriate percentage of foundation funds are expended each fiscal year.
- Responsible for completion of semester Faculty Assignment Reports. Must ensure completed and approved timely each semester. Responsible for completion of Semester Effort Reports. Must ensure that faculty are reporting grant commitments and teaching appropriately and that certification and approvals are completed timely.
- Responsible for ensuring that department employees have appropriate security and identity setups. Serves as the Primary DSA for the Department. Monitors report to verify efficacy.
- Serve as the liaison with the Florida Board of Medicine and Drug Enforcement Agency regarding licensure and DEA certificates for faculty. This position is responsible for being knowledgeable of all policies and procedures, rules and regulations governing the licensure of medical doctors. Incumbent must also be knowledgeable of the Florida Statutes that address not only the policy, but also the procedure and cost for licensure. Inform faculty of procedures to obtain a Florida License and DEA numbers for faculty. Responsible for ensuring Florida License and DEA are current for all providers. Run reports monthly to ensure licenses and DEAs do not lapse. Obtain permission from any incoming staff to assist them with their application. Complete various forms or call agencies to obtain proof of completion and/or certificates.
- Participate in budgeting as needed with respect to salary and benefits costs. Update departmental database to ensure salary information is correct for the budget process. Interpret and implement policies and procedures set by the Dean’s Office, College of Medicine and communicate to Associate Director and Director as appropriate.
- Responsible for managing immigration requests for department personnel. This position is responsible for being knowledgeable of all policies and procedures, rules and regulations governing the visas. Incumbent also must be knowledgeable of the Florida Statutes that address not only the policy, but also the procedure and cost related to visas. Runs report monthly to ensure visas are current with no expirations. Serves as advisor to Associate Director, Director and Chair regarding immigration needs.
- Facilitate other departmental initiatives as needed. Work on special projects as assigned by the Associate Director and Director.
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