Administrative Specialist II - Pediatrics Nephrology

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

Job no: 516928
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Research/Scientific/Grants
Department:29091600 - MD-PEDS-NEPHROLOGY

Classification Title:

Administrative Spec II

Job Description:

The individual in this position functions as the clinical operations coordinator for the Pediatric Nephrology and Infectious Diseases Divisions, and acts as back-up for the Pediatric Hematology & Oncology Division. This person must be a self-starter and able to follow through on assignments independently. Is expected to develop procedures and to propose and implement solutions to problems as they arise.

This position will work with the Assistant Director to oversee the expense budget for the assigned divisions, oversee billings, coordinate schedule of various divisional activities and supervise staff as needed. This person has direct contact with chronically ill children and their families and must show compassion in interactions with these children/families.

Administrative Coordinator

  1. Functions as administrative coordinator for the Nephrology, Infectious Diseases and Hospital Medicine Divisions in the Department of Pediatrics (assigned divisions).
  2. Acts as backup to the Pediatric Hematology/Oncology division.
  3. Oversees divisional employees, as needed; interviews and hires office staff; conducts evaluations of office personnel; problem solving.
  4. Responsible for the coordination of staff absences and leave; ensures that the offices have appropriate coverage at all times.
  5. Approves time for staff of all assigned divisions, enters time for all Faculty.
  6. Works closely with the Assistant Director on issues of hires, staff assignments, and workload.
  7. Works closely with Division Chief(s) to coordinate faculty and fellow hires.
  8. Coordinates travel and itineraries for faculty and staff recruits.
  9. Coordinates and maintains clinic master schedules for faculty and clinical staff for all assigned divisions.
  10. Periodically reviews schedule processes and workflow and suggest updates to policies and procedures.
  11. Tracks the expenses of all faculty membership for assigned divisions.
  12. Processes reimbursements for PDA expenses.
  13. Works with Divisional Administrator and the fiscal office on all fiscal issues.
  14. Researches and gathers information as requested by the Assistant Director relating to preparation of the divisional budgets.
  15. Recommends policy for program operations and advises faculty/administrators in the unit regarding interpretations, applications, and implementation of new or revised rules, policies, and procedures.
  16. Makes suggestions to the Chief of assigned divisions to ensure efficient operations and achieve cost savings.
  17. Creates and periodically updates divisional organizational charts.
  18. Works on special projects as assigned by the Division Chiefs or Assistant Director.

Administrative Assistant

  1. Administrative assistant to the division chiefs of the divisions of Nephrology, Infectious Diseases and Hospital Medicine.
  2. Works closely with Division Chief(s) on special projects relating to budgetary issues, scheduling, reporting and the Chief’s administrative roles to all divisions.
  3. Works with Division Chief(s) on special reporting required by the College of Medicine relating to faculty effort and assignments.
  4. Coordinates the on-call schedule for assigned divisions in conjunction with the Division Chief(s).
  5. Provides administrative support to faculty, RN’s, ARN’s, PA’s, and staff (calendar maintenance, travel arrangements, travel reimbursements, scheduling meetings, etc.)

Coordinator for the Pediatric Hematology & Oncology Division and Nephrology Division Fellowship Programs

  1. This position is responsible for obtaining, extracting, and compiling data for submission to the ACGME for program re-accreditation.
  2. Works closely with the Program Director to ensure the daily functions of the Fellowship Program are met in a timely and concise manner.
  3. Assists with recruitment of new fellows by working directly with applicants to ensure appropriate travel arrangements and to ensure an appropriate itinerary during their visit.
  4. Works with Pediatric Housestaff administrative staff to ensure fellow’s match, proper interview process, and current letters of offer meet University of Florida, College of Medicine guidelines and procedures.
  5. Also, tracks fellows to accurately submit current information to ACGME database.
  6. Responsible for submitting, tracking, and compiling bi-annual fellows’ evaluation forms from faculty as required by ACGME.
  7. Tracks fellow leave and reports to the appropriate personnel.
  8. Coordinates weekly fellowship lecture by making sure notices go out via email and that lectures and attendance are logged in New Innovations.
  9. Attend monthly fellowship coordinator meetings ensuring you are up-to-date on the latest information available from the ACGME and Pediatric Housestaff offices.
  10. Monitoring of the fellows to ensure the day-to-day policies and procedures of the program are being followed.

Primary administrative contact for all issues relating to the Florida Department of Health contracts in the assigned divisions.

  1. Prepares travel for DOH outlying clinics.
  2. Schedules appointments for HIV patients; prepares for DOH offsite clinics as outlined in the DOH HIV contract.
  3. Prepares and requests information pertaining to all required DOH reports by deadline dates as outlined in the DOH contracts.
  4. Coordinates site visit/desk audit, client satisfaction surveys and annual clinic schedules for DOH contracts.
  5. Reviews coverage and eligibility of sponsored and non sponsored patients monthly, updates DOH/CCKFC master list and notifies the appropriate departments of any changes in sponsorship.
  6. Database includes clinic visits, inpatient days, patients served, home dialysis training sessions, peritoneal/CVVHD/hemo-dialysis sessions, apheresis sessions and kidney biopsies and kidney transplants received by the enrolled patients.

Additional Duties:

  1. Interfaces with insurance payers to request prior authorization for patient procedures, medications, and/or admissions.
  2. Handles new patient referrals and obtains necessary lab work and office notes for DOH clinics.
  3. Schedules and reschedules patient clinic appointments as needed for assigned division.
  4. Coordinates admissions, and outpatient appointment scheduling, as well as ancillary testing.
  5. Assists with external referrals and referrals not completed in EPIC.
  6. Responsible for compiling data required for the Pediatric Nephrology section of the US News & World Report’s Best Children’s Hospital.
  7. Works with the Assistant Director in the preparation of Conrad Visa Waivers for new faculty, as well as responsible for preparation of other requested special reports.
  8. Miscellaneous other duties and responsibilities as requested.

Expected Salary:

$45,000-$50,000 per year; commensurate within this range based on qualifications and experience

Minimum Requirements:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

Experience with DOH contracts; scheduling; health care experience at UF.

Special Instructions to Applicants:

Please upload a copy of your Cover Letter or letter of interest, resume/CV, and a list of three professional references.

Normal work schedule is 8:00 AM – 5:00 PM, Monday - Friday.

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.

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

Health Assessment Required:


Advertised: 02 Jun 2021 Eastern Daylight Time
Applications close: 16 Jun 2021 Eastern Daylight Time

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