Administrative Specialist - Department of Orthopaedic Surgery and Sports Medicine

Administrative Specialist I - Department of Orthopaedic Surgery and Sports Medicine

Job no: 541463
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:  - MD-ORTHOPAEDICS - REHAB

Classification

Title:

Bachelor’s degree or an equivalent combination of education and appropriate experience.

Job Description:

The Administrative Specialist I provides administrative and operational support to physicians, staff, and departmental programs. The position coordinates schedules, correspondence, meetings, travel, records, communications, and other administrative activities while serving as a professional point of contact for internal and external stakeholders. The Administrative Specialist I work collaboratively with faculty, staff, patients, and other departments to ensure timely completion of administrative tasks and efficient departmental operations.

About this role:

Administrative Operations

• Provides administrative support to assigned faculty physicians, Advanced Practice Providers (APPs), and
  Division leadership to support efficient daily operations. Assists with coordinating routine administrative
  activities related to clinical, academic, research, and departmental responsibilities.
• Maintains provider calendars, clinic schedules, meetings, conferences, and departmental events using QGenda.
• Assists with coordinating weekly and monthly divisional conferences, including scheduling meetings, preparing agendas and supporting materials, coordinating logistics, and distributing follow-up communications.
• Performs routine administrative tasks, maintains accurate information, communicates schedule and
  meeting updates, and follows established departmental procedures and guidelines.
• Provides administrative support for faculty and APP licensure, DEA registration, hospital credentialing,
  clinical privileges, regulatory requirements, and related compliance activities.
• Maintains records and tracks, required documentation and renewal deadlines in accordance with established procedures.
• Assists with tracking faculty and APP leave, communicating schedule changes to appropriate departments, and coordinating routine provider coverage needs.
• Assists with domestic and international travel arrangements, conference registrations, reimbursements, and routine budget tracking in accordance with institutional policies and procedures. Reviews and routes
  incoming correspondence and refers matters requiring additional review or leadership attention to the
  appropriate individual. Provides administrative support with confidential legal and administrative
  documentation related to medical malpractice cases, expert witness requests, subpoenas, and attorney
  communications, following established departmental procedures.
• Manages incoming mail, correspondence, faxes, and electronic communications; prioritizes and routes
  information appropriately, responds to routine requests, and coordinates follow-up as needed.
• Provide administrative support for legal and medical-legal matters, including depositions, document requests, correspondence, billing, and preparation of supporting materials. Maintains confidentiality and follows applicable University policies and requirements.

Clinical Operations Coordination

• Provides administrative support for clinical scheduling activities, including provider clinic schedules,
  operating room schedules, trauma coverage, administrative assignments, and provider availability using
  scheduling systems such as Epic and QGenda.
• Assists with maintaining 24-hour trauma call schedules, rounding assignments, weekend and holiday coverage, trauma operating room coverage, and backup schedules in accordance with established departmental procedures.
• Updates and maintains scheduling information and communicates schedule changes to providers, clinic
  administrators, hospital personnel, operating room staff, and other appropriate departments.
• Assists with identifying routine scheduling conflicts and refers issues requiring additional review or decision-making to the appropriate supervisor or leadership. Provides administrative support for coordinating provider coverage to help maintain appropriate staffing and continuity of clinical operations. Prepares charts for local and regional clinics; and coordinates follow-up activities.
• Provide administrative support to referring physicians, patients, families, and healthcare professionals
  regarding referrals, scheduling, and routine…