Administrative Specialist II - Department of Surgery

Administrative Specialist II - Department of Surgery

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

Coordinate administrative activities of the Divisions of Thoracic Surgery and Cardiovascular Surgery. Evaluate salaries and recruit personnel for three TEAMS positions one OPS position and facilitate interviews for 7 mid-level providers that are paid on a UF Health Shands salary line. Manage and monitor employee work hours. Approve payable time for division employees. Anticipate and fill secretarial and equipment needs for new faculty members as well as completing all forms required by the university. Ensure that all division personnel are in compliance with university rules and regulations. Prepare and coordinate itineraries and meetings for faculty recruitment. Serve as back-up to the program assistant in preparing monthly call schedule for entire division.

Coordinate travel encumbrances and flight plans etc. before trips. Process travel vouchers for reimbursement upon travelers return for the division chief other faculty members fellows and support staff. Maintain records of annual leave and sick time and submit leave slips for all exempt staff and faculty. Track and monitor time away for up to 11-division faculty members ensuring that clinics and operating rooms are notified of absences in order to close or reduce staffing for clinics and/or operating.

Coordinate purchase of equipment and supplies and maintain documentation of goods and services. Negotiate all equipment repairs. Compile data for Annual Report including research presentations publications and service and submit in appropriate form. May occasionally as required operate a motor vehicle for business purposes including but not limited to activities such as chauffeuring faculty recruits or visiting service vendors. Supervises program assistant and any ad hoc staff assigned to the division office. Approves payable time for division time and monitors work hours. Monitors mid-level provider work hours each month and audits pay records to ensure supplemental pay is paid accurately based on University of Florida and Department of Labor guidelines.

Responsible for computing and managing annual budget including cost of operational expenses equipment travel journals publications and supplies. Incorporate same into annual budget with salary recommendations projected expenditures and percentage of clinic time per employee. Review all monthly statements for discrepancies. Explain budget-to-actual variances. Determine budgetary and equipment needs and coordinate purchase of equipment for entire Division. Prepare FCPA vouchers for payment according to policy. Initiate transactions in PeopleSoft. Track all transactions through tocompletion. Identify processing problems and take necessary action to correct them in accordance with established policies and procedures. Initiate deposits and disbursements for Florida Foundation accounts. Maintain financial records on all accounts and keep running balance. Works with grants coordinator for the department to ensure grant funds are spent appropriately.

Administrative coordinator for the Thoracic and Cardiovascular Surgery Residency Training Program. Works with the Department of Surgery House staff office to coordinate and assist with yearly ACGME resident interviews on four dates for the traditional residency program (3 residents) and on four dates for the new integrated resident program (6 residency positions). Ensures all ACGME and billing fellows are compliant with the rules and regulations set forth from the ACGME UF Health and University of Florida College of Medicine. Works with program director to coordinate mock oral interviews bi-annually.

Creates monthly divisional conference schedules to ensure that all required training is completed and tracked. Assists with various vendors and companies to plan and implement simulation training as required by the ACGME. Functions as primary administrative contact for the Cardiovascular Integrated and Academic Program (CV-ICAP) as well as the satellite offices at Halifax Hospital in Daytona Beach FL and Leesburg FL.

Responsible for the administrative support for faculty recruiting for all open faculty positions in the Division of Thoracic and Cardiovascular Surgery. Implements follow up system to maintain communication for current faculty and faculty applicants. Provides administrative support and assistance to the Chief and other faculty members in their role as officeholder in national societies and associations. Serves as the resource person for other officers in these organizations compiling data from files and databases as needed. Submits bills to organizations for reimbursement of department expenses.

Coordinates agendas for visiting faculty and recruits including overseeing travel arrangements and ensuring that visitors are compliant with HIPAA and other University requirements where appropriate. Special projects and additional duties as determined by the Division Chiefs

$56000 - $69500 Anually

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

• Ability to represent the Divisions make decisions and judgments when necessary.
• Ability to negotiate contracts for goods and services.
• Ability to maintain financial records for division.
• Ability to collect evaluate and analyze data relating to administrative functions.
• Ability to prepare correspondence and administrative reports.
• Ability to utilize problem solving techniques.
• Ability to delegate responsibility and ensure that it is completed correctly.
• Ability to represent the division at meetings.
• Ability to assimilate information and implement in policy and procedure within the division.
• Ability to interact with members of national committee visiting professors and prospective faculty members.

In order to be considered you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.