Administrative Support Assistant II
Job no: 515848
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical
Department:29170000 - MD-ORTHOPAEDICS / REHAB
Administrative Support Assistant IIJob Description:
Responsibilities will be as follows:
- Serves as personal assistant to the faculty of Orthopaedics Pediatrics and Research Divisions. Responsible for initiating and completing divisional activities in order to relieve the Division Chief, Research Director and attending physicians of clinical and administrative matters that do not require their personal attention.
- Arranges and schedules official travel for the attending physician. Makes reservations for hotel accommodations and conference registration. Prepares and submits all necessary forms in advance. This occasionally involves international travel. Submits travel receipts for reimbursements upon completion of the trip.
- Receives and screens incoming telephone calls and correspondence for the attending physician concerning patient referrals. This requires extensive knowledge of departmental policies and requires the use of common sense and tact in dealing with the referring physician, the patient, and/or relatives and associated health care personnel. Interprets and carries out divisional and departmental policies related to patient care. Exercise poise and good judgment when receiving calls regarding urgent and emergent care whether from the referring doctor or the patient directly.
- Assists with University, Health Science Center, and departmental responsibilities of an administrative nature, responding for the physician when appropriate and/or relaying to them matters for their attention. Carries out responsibilities of the attending physician associated with his professional society affiliations. Assist by providing necessary office coverage or miscellaneous duties as required for the completion of special projects.
- Transcribes dictation prepared by the attending physicians in the division. This includes routine correspondence, patient-related correspondence, educational materials, etc. provides editorial expertise.
- Receives and processes all incoming mail, screens items which may be independently answered and forwards the remainder to the appropriate source for response. Acquires necessary information which the attending physicians may need for proper reply. Composes and sign routine correspondence.
- Maintains the appointment calendars for the attending physician’s, schedule meetings and conference independently, providing background information and attending or receiving briefings on policies and procedures which require implementation by the secretary. Serves as coordinator in arranging weekly and monthly divisional conferences.
- Independently handles problems patients may have with transmission of medical information, prescriptions, therapeutic problems, health-care forms and other health-related requests. This requires a through knowledge of the health center and the health care field, and the incumbent is responsible for giving the patient reliable, dependable information, making sure the patient is well cared for until the problem is solved.
- Coordinates clinic dates, surgery dates, and other administrative dates to insure that the attending physician’s clinical and administrative commitments are schedules smoothly and without complications. Interfaces with other administrative personnel outside the division and informs them of matter that will affect their schedules. Independently foresees potential problems and makes corrections. Personally responsible for advising the outpatient clinic personnel of open surgery time and date’s when the attending physician will be unavailable and when patients are not to be schedules in the clinic.
- Responsible in assisting with the patients telephone calls. This includes, but not limited to, scheduling new and return appointments, directing calls to the appropriate physician, and any other miscellaneous patient related issues. Serves as a liaison between the professional staff and the patient in the transmission of important clinical directives and information. Assists patients with return appointments when necessary. Independently handles problems patients may have with transmission of medical information, prescriptions, therapeutic problems, health-care forms and other health-related requests. This requires a thorough knowledge of the health center and the health care field, and the incumbent is responsible for giving the patient reliable, dependable information, making sure the patient is well cared for until the problem is solved.
- Prepares the weekly patient census which is used by the physicians in the Division to organize their weekly clinical commitments. Transmits the census to the necessary departmental administrative and clinical personnel.
- Participates in weekly rotation for mail handling of Orthopaedic department. During assigned week, picks up mail from mailboxes for OSMI building and sorts incoming mail into employee and divisional mailboxes as appropriate.
$18-$20 per hour, commensurate with qualifications.Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.Preferred Qualifications:
- Experience in a healthcare setting
- Working knowledge of EPIC
- Proficiency in Microsoft Office including Outlook, Word, Excel and Powerpoint
- Must be articulate with good command of the English language (both verbal and written)
- Excellent organizational skills
- Must e capable of working under pressure and producing within deadlines
- Ability to prioritize workload
In order to be considered, you must upload your cover letter and resume, including the names of three professional references.
This is a time-limited position.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.Health Assessment Required:
Advertised: 18 Feb 2021 Eastern Standard Time
Applications close: 04 Mar 2021 Eastern Standard Time