Senior Department Secretary | Surgery- ENT | Full Time | Days

Senior Department Secretary

Using sound judgment and initiative, provides direct support for the department Faculty and Management including Physician Assistants and ARNP's. Reports directly to the Immediate manager for the specific practice or outpatient department. Applies organizational skills to perform a variety of Senior Department Secretary duties. Prioritizes heavy work volume in a fast paced environment, handling time sensitive or critical situations.

Organizes and performs all office and administrative clerical functions including, but not limited to facilitating communications within a large multi-site practice. Fields interactions with the clients (other providers, patients, internal and external customers).

Manages division schedules by maintaining calendars for department personnel, organizing meetings, conferences, teleconferences, and travel. This includes timely distribution of schedule updates and notifications via Outlook, QGenda, as well as to appropriate team members at the clinical sites to open/close/adjust individual clinics or template changes.

Assists faculty and APPs with credentialing and license renewals including, but not limited to: medical staff recertification, provider enrollment renewals, medical license. DEA, NICA, BLS for APPs, etc.

Performs monthly faculty leave audits by comparing faculty leave requests to clinic and department calendars, division schedules to ensure accurate reporting of leave. Utilizes the Reported Time and Leave by Department and Leave Accruals, Usage and Balances by Pay Period by Department reports within myUFL to ensure leave has been accurately reported. Reports discrepancies to Admin Affairs staff for corrections when needed.

Fiscal responsibilities include submission of check requests, documenting expenditures on spreadsheets for order related supplies and processing large volumes of travel based on stale and federal regulations. Processes payments and expense reimbursements via Corcentric for faculty and APPs.

Provides backup coverage/cross coverage for other administrative clerical team members.

Develop/edit/update PowerPoint presentations, CV's and scholarly activities for Faculty, Residents, Students and Fellows.

Post Shift admin and block schedules for faculty, residents, fellows and PA, as necessary.

Experience Requirements: 2 years-Medical office or medical related facility. Experience in relevant position may be substituted for education on a year to year equivalency basis.

Education:

High school diplomas or GED equivalent. Associates preferred.

Additional duties as assigned may vary. UFJPI is an Equal Opportunity Employer and Drugfree Workplace.