Administrative Specialist (Finance)
Dept Number/Name: 0-6123-000 / Dept of Internal Medicine
College Division: USF Health- Morsani College of Medicine
Salary Plan: Staff - Time-Limited Agreement
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $39,000 - $47,000
Position Number: 00029054
The selected candidate must have current work authorization in the United States. This position is not eligible for Visa Sponsorship.
ORGANIZATIONAL SUMMARY:
The Department of Internal Medicine is the largest and most complex department in the Morsani College of Medicine with over 26 Division, Programs and Centers/Institutes, total human resources in excess of 1,000, and an annual all-source budget in excess of $115,000,000.
The mission of the Department is to rank among the elite in the nation in the areas of education, research and patient care. The Department provides education and training for a diverse group of medical students, residents, fellows and health personnel from USF and throughout the world. Highlights of our success include Board Pass Rate at 100%; Resident Match Rate at 100%; Growth of residency program from 80 to 115; growth of fellowship programs from 70 to 96; doximity ranking at 84 and USMLE score average increasing from 200 to 247.
The Department's research activities are numerous and involve both basic and clinical research activities in all subspecialties of Internal Medicine. Our current Blue Ridge Institute for Medical Research ranking equals 19. Patient care occurs in our affiliated hospitals (including Tampa General Hospital, H Lee Moffitt Cancer Center and Research Institute, James A Haley VA Hospital, Florida Hospital) as well as our state-of-the-art ambulatory health care centers. The Department also provides healthcare support and services via contractual arrangements with many diverse organizations. The US News & World Report recent rankings of our subspecialties include Endocrinology at 13, Nephrology at 18, and Gastroenterology at 24 and Pulmonary at 28.
The Department's faculty represent a group of dedicated physicians that are well-recognized as leaders in all three mission areas.
POSITION SUMMARY:
The duties of this position are performed under the direct supervision of the Division Director and the Division Administrator. This position serves as administrative medical related support for the operations of the Division of Pulmonary, Critical Care and Sleep Medicine and the Center for Advanced Lung Disease located at Tampa General Hospital.
RESPONSIBILITIES:
This position serves as liaison between the Division of Pulmonary, Critical Care and Sleep Medicine and the Chairman's Office and provides critical support to the Division Chief, Division Administrator and approximately 40 physician faculty. Performs general office duties including: answering phones, for ordering of lab coats for clinical personnel, preparing correspondence and written reports; ordering supplies; submitting faxes; and collecting, sorting and distributing mail. Deals discreetly with large amounts of sensitive and confidential information.
Substantial patient interaction with an emphasis on patient satisfaction and patient access and making appointments for outpatients in several different clinics. Answers patient calls and assisting them with sending messages to doctors and nurses in clinic. Responsible for assisting staff, providers, fellows and medical students with patient care activities (collecting medical records, CT disks and test results for review), reporting and compliance, clerical and other organizational tasks. Act as a liaison between patients and providers, including scheduling procedures and clinical appointments, counseling on preparations for procedures.
Manages up to seven attending's calendars in Microsoft Outlook; collects, collaborates and distributes call schedules of approx. 40 faculty, fellows and nurses at three different hospitals. Updates the daily daytime and nighttime assignments and call schedules of the faculty and fellows and notifies the USF answering service and each of the three hospitals when changes are made. Serves as patient advocate for preapprovals on certain procedures that are not considered medically necessary in the state of Florida. Coordinates meetings for pharmaceutical representatives with nurses and medical assistants in clinic to further education on pulmonary medication and devices.
Ensures Division faculty are in compliance with University effort reporting forms (i.e. FAR, PERT, Annual Evaluations and Assigned Duties), maintains faculty CV's, CME's and licensure renewals. Coordinates professional travel, completing all related paperwork, and process expenditures for reimbursements for all division members. Serves as division support for Affiliate faculty appointments and provides assistance for any divisional faculty applying for promotion and/or tenure.
Other duties as assigned, i.e. may be called upon by divisional faculty to assist with special projects.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.
SPECIAL SKILLS/TRAINING:
Additional knowledge needed to successfully perform the duties/tasks/responsibilities of the Administrative Specialist include proficiency in Microsoft products (Word, Excel, Powerpoint, Visio), proficiency in USF specific systems (cloudmail), proficiency in research/data gathering, project and time management skills, knowledge/understanding of general medical terminology, use of foreign language translation services and the ability to effectively interact with international business partners, vendors and collaborators.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38492
Posting Date: 12/20/2024
Posting End Date: 01/09/2025
How to Claim Veteran's Preference:
This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
How To Apply
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Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
USF's Equal Opportunity Affirmative Action Statement .
Work Location
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USF - Tampa Campus
About USF
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