Administrative Specialist I

Bachelors degree; or an equivalent combination of education and relevant experience.

Clinical Scheduling:
Assists in building the daily schedules and call schedules for 90 faculty. These schedules are built in 4week blocks for 13 blocks per year. Coverage assignments include general and subspecialty clinical daily assignments for the North Tower South Tower Heart & Vascular and Neuromedicine Tower (HVN) Florida Surgical Center Childrens Surgical Center Oaks Surgical Center and Shands Endoscopy Center. Assignments also include call coverage for each of the main towers 365 days per year for general and subspecialty call. This position will also assist in updating schedules in the electronic system for CRNAs CAAs residents and fellows.

Support for Anesthesiology Attending of the Day & Operating Room:
This position will also act as a point of contact for clinical staff in the operating room. Communicates daily with the AOD regarding available staff for faculty residents CRNAs CAAs and fellows for clinical assignments. Responsible for communicating specific requests for clinical coverage to the AODs and maintaining the AOD calendar. Provides administrative support for clinical offices in the North Tower South Tower and HVN. Maintains and tracks locker assignments for all anesthesia personnel. Responsible for ordering and maintaining a database of generic fobs for external rotators and other student learners. Troubleshoots existing fob access for clinical personnel. Orders distributes and maintains signout log of anesthesia cart keys to clinical personnel. Orders radiation badges for faculty residents CRNAs and CAAs.

Communication:
Responsible for maintaining all phones distributed in the clinical environment ensuring contact list remains up to date replacing as needed and ordering supplies for the phones. These phones are vital to the communications in the operating room for patient care and safety. Updates and maintains the department phone list to be shared with other departments and the charge nurse stations. Ensures Epic oncall information is entered and kept up to date at all times so the operating room staff and surgeons can reach oncall faculty for patient emergencies.

Administrative Support:
Provides administrative support to the Associate Chair for Clinical Affairs AODs and scheduling manager including managing calendars scheduling meetings completing travel authorizations and reimbursements and performing other administrative support tasks as needed.

Electronic Scheduling System:
Accurately maintains the records of approximately 275 users in the electronic scheduling system updating information as needed to ensure the correctness of assignments download into Epic for the clinical enterprise requiring anesthesia services.

Assists in the timely completion of compliance training for clinical personnel. Other duties as assigned.

Experience working in a clinical environment including physician offices or outpatient offices.
Working knowledge of Epic and Qgenda
Have great interpersonal skills able to manage and set priorities/tasks and focus on getting the assigned tasks completed.
Ability to plan organize and coordinate work assignments.
Ability to multitask.
Proficiency in Microsoft Office including: Outlook Word Excel and Powerpoint
Demonstrate ease of learning new programs.
Skill inmaintaining calendars.
Ability to utilize problem solving techniques.
Ability to work independently
Skill in maintaining inventories.
Ability to use English grammar effectively both in written and verbally.
Ability to proof own work for errors.