Job Description
Overview Job Description: Responsible for the administrative support of the Medical Director of the Wolfson Children's Hospital or UF NICU. Reports directly to the Division Manager, Administrative Director and/or designee. Acts as an intermediary for the Division Manager with Faculty and Nurse Practitioners. Participates as part of a team on behalf of the Neonatology Division on multiple campuses. Exhibits confidentiality, flexibility and accountability.
Qualifications Job Requirement: Organizes and performs all office and clerical duties for the Medical Director of the Wolfson Children's Hospital or UF NICU, physicians assigned to WCH or UF NICU and Nurse Practitioners, as well as other staff in the daily operations of the Neonatology Division. Prepares, edits, distributes correspondence and presentations for faculty and staff. Organizes and maintains Division files.
Faxes discharge summaries to pediatricians as well as other specialties. Maintains and updates contact database for referrals. Extracts and prepares patient data for Neonatology High Risk Clinic.
Assists with preparing the Neonatology On-Call Schedule. Function as a liaison between the Department and other areas of the organization
Prepares and/or Audits Leave Slips for the Physicians and forwards to Division Manager for processing and any other task as assigned by Division Manager.
Submit check requests in CORCENTRIC for faculty reimbursements to include travel arrangement (airline, hotel registration, parking (ifapplicable); membership dues, online CME classes, virtual conference registration fees, etc. in a timely manner. Submit with supporting documentation to include receipts, brochure info pertaining to the event; online registration receipts.
Coordinate meetings as needed. Attend meetings, transcribes dictation notes, correspondence, and any miscellaneous reports dictated by faculty and or designee utilizing transcription equipment. Dictations must be completed accurately and in a timely fashion. Order catering and/or AV equipment for meetings and other functions as needed. Prepare presentations as needed.
Set up zoom meetings and agenda (if needed) for department and/or various faculty meetings, send out invite to participants. Record and transcribe minutes from meetings. Provide a draft copy to respective faculty or medical director to review and make any changes or edits as deemed necessary for approval within one week of each meeting. Place food orders if needed or requested for department meetings.
Ensure all appointments, meetings, mandatory training, conferences are set-up (if needed) and noted on respective faculty calendars. Remind faculty in sufficient time and prior to actual event. Remind assigned faculty of any scheduling conflicts should they occur as well as ensure all their assigned mandatory training is completed before deadline.
Assists with visiting faculty and practitioner candidates, including accompanying and transporting candidates between interview locations. Distributes itinerary and other necessary paperwork, provides office/phone coverage for Division offices at the UF Health and Wolfson Children's Hospital campuses as needed. Cross train with other office staff. Travel to other facilities as needed.
Remind faculty when DEA and Medical license are due for renewal and other certifications that may expire and all other duties as assigned or deemed necessary by manager or director.
All other duties as assigned
Experience Requirements: 3 years administrative office experience required
1 year of healthcare setting preferred
5 years Executive level administrative experience in an academic setting preferred
Education Requirements: High School Diploma or GED equivalent required
Bachelors Business Administration or similar field preferred
OTHER :
Travel Required
UFJPI is an Equal Opportunity Employer and Drugfree Workplace UF Health
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