Administrative Specialist II - Pediatric Genetics and Metabolism

Administrative Specialist II - Pediatric Genetics and Metabolism

The Administrative Specialist II function as the office manager for the division of Genetics and Metabolism within Department of Pediatrics. The individual must function independently and communicate updates to Divisional Administrator on progress of projects. The individual will be responsible for developing and implementing procedures and conduct analysis to determine if procedures are effective at improving office flow.

Some of the duties of this position include:

Personnel and Administration – Responsible for managing front office staff including ensuring coverage for phones and events. Individual will manage time approvals, leave requests. Actively participates recruitment and evaluations in conjunction with Divisional Administrator. Suggest trainings and ensures hired staff have expertise to perform necessary functions.

Fiscal functions – Responsible for working with the Divisional Administrator to accurately charge accounts. Manages PCard for division. Is approver for travel authorizations and expense reports and provides reports of expenses to divisional administrator weekly. Tracks faculty and clinical staff professional development funding.

Policy Development – Recommends policy updates for program development and advises staff and faculty on interpretation of policies to ensure process flow. Responsible for ensuring that faculty follow clinic leave policy and other similar policies within the Department and University. Interprets new procedures and disseminates information provided.

Contract Management – responsible for the administrative reporting requirements for contracts such as CMS, Wolfson’s, Florida School for Deaf and Blind, Sacred Heart and any other contracts associated with the division.

Scheduling Oversight – Oversees coordination and creation of patient schedules and provider templates for Genetics. Reviews schedules and ensures adequate clinics are available and filled. Provides oversight to allocation of clinics and call to ensure assignments are fulfilled and communicates discrepancies to divisional administrator. Is responsible for ensuring all leave requests (i.e. vacation, sick and admin) are implemented on the schedule.

Works on other special projects, including but not limited to website upkeep, marketing, records.

$48,000 - $52,000; commensurate with education and experience.

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

Ability to multitask and work with diverse personnel.

Previous doctor’s office experience preferred.

Previous supervisory experience.

Proficient in Microsoft suite, especially Excel.

Ability to work independently, plan, organize and coordinate work assignments.

Ability to communicate effectively both verbally and in writing.  

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.