Administrative Specialist II - Maternal Fetal Medicine

Main Campus (Gainesville, FL)
Mar 30, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516199
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional
Department:29070100 - MD-OBSTETRICS / GYNECOLOGY-GEN

Classification Title:

Administrative Spec II

Job Description:

The Administrative Specialist II oversees the administrative operations of the Division of Maternal Fetal Medicine (MFM) and serves as the division’s office manager. This role is responsible for the day-to-day operations, providing administrative oversight for divisional calendars and meetings, working collaboratively with the practice managers and QGenda coordinator on clinic and call schedules. Provides administrative support to the MFM fellowship program including monitoring compliance with the ACGME standards and requirements. The position requires strong organizational and communication skills, ability to prioritize and work independently, and knowledge of university policies and procedures. The ideal candidate will have three years of clinical academic or medical office management experience along with experience in graduate medical education (GME) coordination.

Responsibilities to include:

Division Administration

Serves as the office manager for the division. Responsible for overseeing day to day administrative operations within the division. Serves as the lead resource to all constituents interacting with the division. Recommends policies and procedures to effectively support the division’s operations and objectives in all missions, including clinical, educational, research and service. Responsible for implementing approved policies and procedures in collaboration with Division Chief and OBGYN Director of Health Care Administration. Ensures division policies and procedures are consistent with those of the University, College of Medicine, and Department of Obstetrics and Gynecology. Serves as an administrative assistant to the Division Chief. Provides administrative support to the Division Chief and division faculty on special projects including programmatic expansion, building relationships with multidisciplinary departments/divisions, developing handouts, and working with marketing and the Chair’s office to advertise new services. Oversees scheduling and agenda, maintains minutes and task lists for all reoccurring divisional meetings (Quality and Safety, Division Meeting, Perinatal Conference, Journal Club, fellowship conference, and more. Works with the Director of Quality on special projects including an annual quality report. Tracks projects using various computer software packages, such as, Microsoft Access and Excel. Prepares presentations using PowerPoint and other presentation tools. Partner with the Chair’s office and OBGYN human resources team with the onboarding of faculty and fellows. Develops division specific onboarding materials and manuals as well as annual reports in collaboration with Division Chief and Director of Healthcare Administration. Prepares purchasing vouchers. Renews memberships in both academic and medical associations for faculty and ARNPs. Coordinates, processes, and audits vacation schedules to ensure accuracy of PeopleSoft entries. Directs information requests to the appropriate resource to expedite communication. Using department calendaring systems, manages MFM divisional calendars. Formulates MFM Division monthly daytime clinic schedule for Division Chief approval. Assigns MFM Consult days to MFM faculty and fellows. Distributes MFM daytime clinic to in accordance with department policy. Works closely with practice management staff to resolve scheduling conflicts. Organizes the scheduling and participation of MFM faculty, fellows and staff in departmental meetings, UF Health committee meetings, academic programs such as Grand Rounds and Fellow Conferences, interdisciplinary and interdepartmental courses, and community lectures. Staffs meetings as requested. Maintains certifications for specialty and sub-specialty practice, and prepares reports required for UF Health credentialing. Keeps faculty notified of status and qualifications for credentialing/annual re credentialing. Informs faculty of upcoming CME lectures, courses, and events they are eligible to take/attend to meet their CME requirements. Fellowship Training Program Coordinator for Maternal Fetal Medicine Coordinates fellowship training program to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) accreditation standards. Gathers information for, prepares, Annual Report for Program Director’s approval. Uploads Annual Report to Board’s website. Gathers information and data to prepare and submit Institutional Application for reaccreditation for Program Director’s approval includes annual fee payment. Keeps informed of ACGME General and Special Requirements for the Subspecialty of Maternal – Fetal Medicine. Maintains active working relationship with ACGME staff. Oversees maintenance and accuracy of information for fellowship and faculty profiles on ACGME website. Collects data required for reports. Maintains fellowship records and files electronically. Updates web content for Fellowship Training Program. After each rotation, sends required evaluation to appropriate training faculty. Compiles evaluations and maintain evaluation summary for each fellow as required by Board. Coordinate with fellows on each semester’s course registration, travel planning/processing, call schedules, DEA certification, FL Medical License renewals, CME requirements, sponsored research administrative pages, IRB required paperwork and other correspondence. Coordinates the National Residency Matching Program including use of the Electronic Residency Application Service (ERAS). Accesses online database and reviews and gathers applicants’ documents. Plans and coordinates fellowship applicant interviews, including coordination of itinerary and travel. Registers incoming fellow with Board and processes registration payment. Works closely with the College of Medicine Interdisciplinary Program and Clinical and Translational offices to register fellows in graduate courses. Works closely with the Graduate Medical Education office to stay current on information. Prepares and submits annual GME Annual Performance Report.

Expected Salary:

$46,000 to $51,000 annually

Minimum Requirements:

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

Preferred Qualifications:

• Three years of clinical academic or medical office management experience.• Graduate medical education (GME)/fellowship coordination experience.• Advanced knowledge of various computer applications such as Outlook, Word, Excel, PowerPoint, Access, Reference Manager, and other manuscript-related applications.• Working knowledge of University of Florida policies and procedures• Working knowledge of ACGME, ERAS, and NRMP policies and procedures• Demonstrated team leadership and critical thinking skills• Proven ability to meet deadlines• Organized• Close attention to detail• Works independently• Positive attitude

Special Instructions to Applicants:

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

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.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

Health Assessment Required:


Advertised: 07 Apr 2021 Eastern Daylight Time
Applications close: 21 Apr 2021 Eastern Daylight Time

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