Administrative Spec

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Title:

Job Description:

The Administrative Specialist I provides comprehensive administrative, operational, and financial support to the Addiction Division within the Department of Psychiatry. This position serves as a critical liaison between faculty, referral sources, healthcare professionals, and external agencies, ensuring efficient day-to-day office operations and the successful coordination of Independent Medical Evaluations (IMEs), forensic evaluations, faculty scheduling, travel arrangements, billing activities, and divisional administrative functions.

The incumbent is responsible for maintaining highly confidential records, supporting forensic evaluation processes, coordinating faculty and fellowship schedules, processing travel and timesheet documentation, tracking revenue and billing activities, and providing general office support. The position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic healthcare environment.

• Coordinate and maintain documentation related to Independent Medical Evaluations (IMEs) and forensic evaluations.
• Assist faculty with preparation, formatting, editing, and quality review of IME and forensic reports, including ASAM Criteria and Dimensional Assessments.
• Ensure toxicology reports and laboratory results are properly identified, linked, and maintained within participant records.
• De-identify Department of Health (DOH) IME reports and submit finalized reports to the Florida Prosecution Services Unit.
• Provide administrative support for agency-referred IMEs involving healthcare professionals.
• Schedule evaluations and maintain faculty calendars, schedules, itineraries, and travel arrangements for comprehensive and forensic evaluations.
• Coordinate evaluation logistics with in-state and out-of-state referral sources, including professional monitoring organizations.
• Communicate referral information, collateral documentation, and scheduling details with faculty, referral agencies, and front desk staff.
• Download, organize, and maintain laboratory and toxicology reports within participant files.
• Answer telephone inquiries and serve as a point of contact for evaluation scheduling and coordination.

• Prepare and transcribe correspondence, reports, and administrative documents for faculty and division leadership.
• Coordinate faculty participation in educational programs, lectures, Continuing Medical Education (CME) activities, and Grand Rounds presentations.
• Arrange meeting logistics, room setup, and communication activities related to educational events.
• Maintain and coordinate faculty on-call schedules and ensure accurate EPIC system updates.
• Process and monitor faculty, fellow, and contracted provider timesheet submissions for multiple clinical locations.
• Verify contractual coverage obligations and resolve discrepancies in reported work hours or assignments.
• Maintain accurate records of faculty leave and ensure appropriate reporting through departmental systems.
• Coordinate all faculty travel arrangements, including:
  • Travel Authorization Requests (TARs)
  • Airfare, lodging, rental cars, and parking
  • Conference registrations
  • Travel reimbursements and expense reporting
  • Departmental purchasing card (P-Card) expense reconciliation

• Develop and maintain quarterly faculty on-call schedules for divisional programs and services.
• Ensure equitable distribution of call assignments, holiday coverage, and adherence to divisional requirements.
• Review scheduling conflicts related to leave, conferences, and other obligations.
• Submit schedules for…