Administrative Spec II - Pediatric Nephrology

Classification Title:

Administrative Spec II

Job Description:

Fellowship Program Coordination:
Coordination of various administrative tasks to ensure the Nephrology Fellowship Program runs smoothly and complies with accreditation standards. Key duties include obtaining, extracting, and compiling data for submission to the ACGME for program re-accreditation. The incumbent works closely with the Program Director to ensure daily functions of the Fellowship Program are executed efficiently and accurately. The incumbent is responsible for staying current with core and subspecialty program requirements established by the ACGME. They compile the Annual Program Evaluation, update Web Ads, and create and document program action plans based on ACGME survey results for both residents and faculty. Additionally, the role involves tracking and reporting scholarly activity and updating programmatic policies, goals and objectives, and block schedules for the program. Responsibilities also include assisting with the recruitment of new fellows by coordinating travel arrangements and creating itineraries for applicants. The incumbent collaborates with Pediatric House staff administrative staff to ensure fellows' match processes, interview procedures, and offer letters comply with UF College of Medicine guidelines. The role involves tracking fellows' information to maintain accurate records in the ACGME database and submitting bi-annual evaluation forms from faculty as required by ACGME. Additionally, the incumbent monitors fellows' leave and reports it to the appropriate personnel. This position coordinates weekly fellowship lectures, ensuring timely notifications, logging lectures, and recording attendance in New Innovations. The incumbent attends monthly fellowship coordinator meetings to stay updated on the latest information from the ACGME and Pediatric House staff offices.

Personnel and Administrative Support:
Function as the primary administrative contact and support for Pediatric Nephrology, providing back-up and cross-coverage for the Hem/Onc and Infectious Disease divisions. Responsibilities include coordinating faculty and staff absences and leave, approving staff time, and entering time for all faculty within assigned divisions. Work closely with the Assistant Director on hiring issues, staff assignments, and workload distribution. Collaborate with Division Chiefs to coordinate faculty and fellow recruitment visits, hires and manage travel and itineraries for faculty and staff recruits. Recommend policies for program operations and advise faculty and administrators on the interpretation, application, and implementation of new or revised rules, policies, and procedures. Make suggestions to the Chief of assigned divisions to ensure efficient operations and achieve cost savings. Create and periodically update divisional organizational charts, prepare annual faculty evaluation letters, and coordinate quarterly check-ins with staff. Serve as the administrative assistant to the Division Chief of Nephrology assisting with special projects related to budgetary issues, scheduling, reporting, and the Chiefs' administrative roles across all divisions. Work with Division Chief on special reporting required by the College of Medicine related to faculty effort and assignments. Provide administrative support to faculty, RNs, ARNs, PAs, and staff.

Clinical Services Support:
Maintain clinical (inpatient, outpatient, and doctor office) schedules for faculty and clinical staff across all assigned divisions, working closely with the division chief, and division administrator to ensure assignments align with cFTE assignments. Periodically reviewing schedule processes and workflows and suggesting updates to policies and procedures. Enter faculty and staff clinical schedules in EPIC on-call. Track faculty membership, license, and certification renewals and process reimbursements for PDA expenses. Work with the Divisional Administrator and fiscal office on all fiscal matters, researching and gathering information for the preparation of divisional budgets as requested by the Assistant Director.

Data Management for Florida DOH Contracts:
As the primary administrative contact and data coordinator for Nephrology Florida Department of Health contracts, this role also entails active participation in the Statewide Network for Access and Quality program. The data coordinator is responsible for collecting and preparing data/statistical information related to statewide quality improvement projects and two local projects mandated annually. This includes attending all scheduled monthly meetings and learning sessions, and ensuring data collection and preparation for all monthly, quarterly, annual, and year-end deliverables as outlined in the contract. The position collaborates closely with the chief, medical director on the contract,