Administrative Support Assistant II

Main Campus (Gainesville, FL)
Apr 03, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516235
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Health Profession
Department:34160100 - DN-ORAL DIAGNOSTIC SCI ADMIN

Classification Title:

Administrative Support Assistant II

Job Description:

The Administrative Support Assistant II supports Oral and Maxillofacial Diagnostic Sciences, a major clinical department with a varied spectrum of activities, including broad-reaching undergraduate and graduate clinical and didactic programs that interact and integrate with all other clinical programs of the College of Dentistry. This position reports directly to the Manager of Operations.

Departmental Administration, Support and Academics
  • Secretarial assistance to Chair of Oral and Maxillofacial Diagnostic Sciences and Oral Radiology Division/Program Director
  • Management of Promotion and Tenure applications, CV and toolkit entries
  • Entry of Continuing Education courses on the calendar
  • Liaison to potential residents or interns; scheduling of interview dates and assistance with event management
  • Facilitation of IT concerns as needed
  • Assist in managing schedules for faculty, organize department/division meetings, committee meetings
  • Attend and take minutes for monthly department meetings and others as requested
  • Maintain all courses taught by the department faculty online, upload presentations and course documents, quizzes, format examinations for online administration, proctor remedial examinations, maintain course grades for all doctoral and post-doctoral students for departmental courses, record and report grades
  • Daily recording of clinical grades for juniors and seniors in the clinics (160+ students total)
  • Coordinate faculty instructor workloads and faculty assignments
  • Attend course planning meetings with faculty and Office of Education and follow up as needed
  • Maintain radiology-specific portion of academic records for radiology residents; facilitation of transcript creation via communication with the Advanced Education Office
  • Assist with compliance of effort report forms (Academic Activities Reporting and Faculty Assignment Reports)
  • Assist with compliance of faculty, staff, and residents with university policies, maintains annual training certification, and send out reminders at the appropriate time; includes Health Insurance Portability and Accountability Act of 1996 (HIPAA) certification, Institutional Review Board (IRB) compliance, and Basic Life Support certifications for all staff, faculty, and residents.
  • Assist the chair with annual faculty evaluation process, documentation of faculty assignments, and preparation of the departmental annual report
  • Drafting, editing, and formatting of faculty correspondence
  • Daily pickup and drop off of mail, ensuring prompt delivery to correct personnel and locations
  • Certification of annual department space allocation report. Includes federal audit preparation and responsibility for fielding affiliated interviews.
  • Drafting of department policy as needed
  • Presentations to department faculty as needed for onboarding new services or improving workflow
  • Creation and maintenance of a handbook documenting position duties, procedures, timelines, key contacts, and optimum prioritization balances
  • Department website analysis, correction, and maintenance ( and
  • Maintenance of department emergency contact tree
Oral and Maxillofacial Radiology
  • Help prospective clients set up accounts; transmit billing information including level of service, ICD-9 codes etc. to the department’s finance personnel on a daily basis
  • Maintain and update database for external consults
  • Internal Reports
  • Continuously monitor faculty queues for incoming cases and prepare preliminary report templates as requests come in
  • Proof, secure, and upload reports to patients’ charts in Axium on a daily basis, which also transmits billing information including level of service, ICD-10 codes etc. to the department’s finance personnel.
  • External Radiograph Interpretation Service
  • Establish and maintain contact with all outside imaging labs that sends cases for interpretation reports, including distribution of consult forms and other material needed for online transfer of scans to the server and creating and maintaining Axium charts
  • Monitor Oral Radiology email and fax for external case requests and process them promptly as received
  • Proof and secure completed reports and send them out to clients according to protocol
  • Maintain email list of external clients and contact as needed for notifications about billing, closures, and any other pertinent updates
  • Creation and distribution of annual graduation invitations
  • Front-line contact for Oral Radiology through phone line and email
  • Weekly Scheduling
  • Coordination and distribution
  • Entry into Spok Mobile; maintenance of correct shifts
  • Assistance with creation of new report templates, drafting of new forms and procedural documents for the external radiograph interpretation service, and maintenance of the same
  • Cross-training fellow TEAMS employees in radiology duties and ensuring they are notified of any protocol changes
Oral and Maxillofacial Pathology Support
  • Provide clerical backup support to Pathology Biopsy Service staff for creation of patient accounts and daily reports. Familiarity with discipline-specific terminology desirable.
  • Maintain the Pathology Biopsy Service database
  • Transcribe any oral medicine clinic reports dictated by the Pathology faculty, and send to referring doctors
  • Complete all graduate medical education (GME) related reporting/submitting reports to the Office of Advanced Education
  • Manage residents’ schedules
  • Backup phone line support and fielding of basic questions
  • Provide backup support to Pathology Biopsy Service billing, including verification of patient demographics, entry of insurance, and processing of charges
  • Perform other responsibilities that may be assigned as necessary
Fiscal Support
  • Provide back up support in the following areas:
    • Department catering, purchasing, and ordering needs
    • Process travel authorizations, expense reports, and cash advances in myUFL
    • Departmental Pcard responsibility
Other duties as assigned by the Department Chair and Manager, Operations

Advertised Salary:

$18.54 - $19.00 per hour

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:

  • Skilled in organizing files, records, schedules, and related materials
  • Problem-solving skills
  • Typing, transcription, and computing skills
  • Proficient in Microsoft Office, clinic management software, web-based programs, Adobe Acrobat, and Adobe Photoshop
  • College graduate

Special Instructions to Applicants:

Please attach a cover letter and resume for consideration.

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

Health Assessment Required:


Advertised: 01 Apr 2021 Eastern Daylight Time
Applications close: 14 Apr 2021 Eastern Daylight Time

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