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Administrative Support AST II

University of Florida
Florida, United States
Salary Not Specified
Posted date
Nov 29, 2021

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Position Type
Faculty Positions, Health & Medicine, Other Health & Medicine, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Student Affairs, Health Services
Employment Level
Employment Type
Full Time
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Classification Title:

Administrative Support AST II

Job Description:
  • Receives and screens incoming telephone calls, emails and correspondence for the attending physician concerning patient referrals. This requires extensive knowledge of departmental policies and requires the use of common sense and tact in dealing with the referring physician, the patient, and/or relatives and associated health care personnel. Interprets and carries out divisional and departmental policies related to patient care. Exercises poise and good judgment when receiving calls regarding urgent and emergent care whether from the referring doctor or the patient directly.
  • Responsible for initiating and completing divisional activities in order to relieve the Division Chief and attending physicians of clinical and administrative matters that do not require their personal attention. Maintains the appointment calendars for the attending physicians, schedules meetings and conferences independently, providing background information and attending or receiving briefings on policies and procedures which require implementation by the program assistant. Serve as coordinator in arranging weekly and monthly divisional conferences. Responsible to track their BRE account to ensure each faculty and mid-level stay within the set budget provided to the incumbent.
  • Responsible for assisting with the patients' telephone calls and emails. This includes, but is not limited to, scheduling new and return appointments, directing calls to the appropriate physician, and any other miscellaneous patient related issues. Transcribes dictation prepared by the attending physicians in the division. This includes routine correspondence, patient-related correspondence, educational materials, etc. provides editorial expertise.
  • Assist the attending physicians with University, Health Science Center, and departmental responsibilities of an administrative nature, responding for the physician when appropriate and/or relaying to them matters for their attention. Carries out responsibilities of the attending physician associated with his professional society affiliations. Assists by providing necessary office coverage or miscellaneous duties as required for the completion of special projects. Coordinate with each faculty and mid-level their renewal of Florida License, DEA, and Shands credentialing in order for their appointments to remain active. Responsible for completing the departmental biweekly time-away form for faculty and mid-level. This is time used for vacation, sick, holiday, etc.
  • Coordinates clinic dates, surgery dates, and other administrative dates to insure that the attending physician’s clinical and administrative commitments are schedules smoothly and without complications. Interfaces with other administrative personnel outside the division and informs them of matter that will affect their schedules. Independently foresees potential problems and makes corrections. Personally responsible for advising the outpatient clinic personnel of open surgery time and date when the attending physician will be unavailable and when patients are not to be scheduled in the clinic.
  • Receives and processes all incoming mail, screens items which may be independently answered and forwards the remainder to the appropriate source for response. Acquires necessary information which the attending physicians may need for proper reply. Composes and signs routine correspondence.
  • Serves as a liaison between the professional staff and the patient in the transmission of important clinical directives and information. Assist patients with return appointments when necessary.
  • Maintains the appointment calendars for the attending physician’s, schedule meetings and conference independently, providing background information and attending or receiving briefings on policies and procedures which require implementation by the secretary. Serves as coordinator in arranging weekly and monthly divisional conferences.
  • Independently handles problems patients may have with transmission of medical information, prescriptions, therapeutic problems, health-care forms and other health-related requests. This requires a thorough knowledge of the health center and the health care field, and the incumbent is responsible for giving the patient reliable, dependable information, making sure the patient is well cared for until the problem is solved.
  • Prepares the weekly patient census which is used by the physicians in the Division to organize their weekly clinical commitments. Transmits the census to the necessary departmental administrative and clinical personnel.
  • Arranges and schedules official travel for the attending physician. Makes reservations for hotel accommodations and conference registration. Prepares and submits all necessary forms in advance. This occasionally involves international travel. Submits travel receipts for reimbursements upon completion of the trip.
  • Performs miscellaneous duties as requested to assure the timely completion of tasks necessary for the efficient operation of the Department of Orthopaedics & Rehabilitation.
Expected Salary:

$18 - $20 commensurate with qualifications

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:
  • EXPERIENCE: Experience in a healthcare setting
    - Familiarity with administrative support responsibilities to provide professional-level assistance effectively/proactively
    - Familiarity with collecting and preparing data analyses
    - Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, etc.
    - Demonstrate project management skills
    - Ability to compose own correspondence and edit/proofread that of others
    - Capable of working under pressure and producing within deadlines
    - Ability to prioritize own work and proceed with minimum supervision
    - Ability to maintain a professional approach at all times
    - Demonstrate ease with learning new programs
    - Maintains strict confidentiality at all times
    - Interacts professionally with the public in a sensitive and professional manner; screens requests and materials effectively and efficiently; and readily handles a variety of situations
    - Works independently and as a team member
    - Articulate; has a good command of the English language
    - Punctual; maintains an excellent attendance record
    - Highly organized
    - Consistently demonstrates personal initiative
    - Displays interest in the overall well-being of the health system
    - Takes initiative to assist whenever possible in the success of the institution
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 position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's
Preference Page for more specific information.

This is a time limited position.

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

Health Assessment Required: No

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