| Job Description: |
Under the direction of the Assistant Director, the Administrative Assistant II is responsible for providing administrative and fiscal support for the faculty and staff in the division. This position must provide a high level of customer service in both person and on the telephone to all patients, faculty, physicians, fellows, staff, and other visitors. The Administrative Assistant II performs responsibilities by anticipating needs and proactively providing support with minimal direction. This position is responsible for maintaining sensitive and confidential materials.
Clinical Office Support
- Provide administrative coverage of the Division of Infectious Diseases and Global Medicine’s inpatient consult service. This includes monitoring incoming consults, via EPIC or phone, collecting necessary information from the patient record/consult, tracking, and distributing consults to the appropriate attending/fellow/APP on service using the divisional distribution policy.
- Ensure EPIC consult list is current with pending new consults only. This means reviewing all open consults for compliance with new consult requirements, working with providers to discontinue consults that are follow ups or duplicates, and reviewing patient linking in system.
- Maintain divisional clinical scheduling system, facilitating faculty coverage changes and clinic closures as well as assist with annual schedule creation.
- Maintain EPIC oncall schedules, ensuring EPIC schedules match scheduling system and adjusting various oncall schedules as needed.
- Facilitate routing of all faxes received in the division. Includes scanning medical records into patient charts and obtaining attending signature on home health orders.
Office Support
- Manage divisional supply inventory needs.
- Maintain divisional calendar for meetings and conferences, sending reminders as needed.
- Assist with meeting scheduling, setting up, food ordering, agenda creation, PowerPoint creations, and meeting minutes.
- Collect, distribute, and route mail and packages.
- Assist faculty with entering leave requests on calendar. Ensuring internal schedule and tracking logs are updated with approved requests.
- Ensure shared areas are clean and stocked regularly.
- Place IT, building maintenance, and other work orders as requested.
- Track and share faculty publications as well as maintain publication board with most relevant publications.
Division Fiscal
- Coordinate travel arrangements, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed.
- Create detailed itineraries for travel events with all relevant information and provide to faculty or staff prior to travel.
- Collect and provide all travel receipts and information to the Division’s Admin Assistant III for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources.
- Obtain vendor quotes, make purchases, ensure delivery, process invoices, and work with the Division’s Admin Support III to ensure invoices are paid from the correct accounts. All purchasing and accounts payable activities must be in compliance with the Department of Medicine and UF Purchasing policies.
- Assist Admin Assistant III with processing Travel and Pcards in UFGo.
Website Management
- Manage and maintain the divisional website.
- Ensure that content is updated regularly and work with faculty and staff to make requested updates and create pages
Division Support Duties
- This position will be responsible for assisting with special projects as needed.
- Complete other duties as assigned to ensure efficient and effective operation of the division
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