Administrative Specialist-Movement Disorder

The Administrative Specialist provides comprehensive office and administrative support for the Byrd Parkinson’s Disease and Movement Disorders Center at USF. This position performs a wide range of operational and clerical duties to support daily departmental functions, including managing incoming calls, conducting appointment confirmation calls, preparing correspondence and reports, maintaining files and departmental databases, coordinating calendars and schedules, and arranging travel. The role also assists with initiating and processing purchasing transactions and supporting leave administration, ensuring efficient and organized operations in support of clinical, research, and administrative activities.

This is a Time-Limited Position. Grant-funded.

• This position will work in the Department of Neurology USF Byrd Parkinson's Disease and Movement Disorders Center of Excellence. This position will plan, prioritize, and schedule meetings and appointments for the director of the Movement Disorder Center. Makes decisions on daily basis regarding the office and Director's calendar. Perform specialized administrative duties for the director as needed. Will perform scribe duties for Center director during patient visits as requested.
• Maintain faculty calendars, schedules, and departmental meetings. This position will handle information requests, plan conferences and meetings, provide purchasing and payroll support and fulfill employment administration requirements such as making travel arrangements and maintaining calendars and schedules. Coordinates basic office moves, sets up office equipment repairs, and arranges for general office or building repairs. Operates office equipment, including copier, scanner, and printers to meet document preparation and production requirements.
• Provides information, assistance, and services to patients contacting the office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence. Responds to routine inquiries regarding faculty. Confirms and provides information for clinical and research appointments. Obtain medical records prior to appointments.
• Provide purchasing support by preparing and initiating purchase orders. Makes travel arrangements for faculty, guest speakers, and guests. Prepare and submit travel expenses and reports. Assists in generating Center reports and completing compliance activities. This position will be in charge of using PCards and making purchases for the department.
• Screens internal and outside mail and screens telephone messages. Maintains lab reports and ensures they are signed by an Investigator in a timely manner as required by the division. Works with minimal supervision with planning, organizing and coordinating multiple work assignments and establishes and maintains effective working relationships with others. Effectively and professionally communicates sensitive information and maintains confidentiality.
• Data entry for clinical trials, proofing for data entry errors and preparing patient/participant documents for study visits, which includes developing source documents as needed. Assists with monitoring visits and attends Investigator Meetings as requested by the Research Administrator. Coordinates patient visits and testing, obtains required information from study subjects during visits. Provides administrative support for clinical research, assisting Research Administrator and Research Support Specialist.  Will draft portions of publications or training manuals. Produces graphs, charts and tables from data collected. Provides information on studies to potential program participants and the general public.
• Maintains and updates Center websites, social media and ongoing research public listings. Prepares presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Administers and supports various programs of the Center as appropriate, including community outreach, support groups, exercise programs and fundraising efforts. Oversees and supports various public relation functions.
• Provide coverage for the clinic’s front desk as needed, including greeting and checking in patients, answering incoming phone calls, directing inquiries to the appropriate staff, scheduling, and ensuring a welcoming and efficient patient experience.
• Organize activities and represent the Center at community outreach events, health fairs, educational programs, and related activities. Participation may occasionally include weekend hours, depending on event scheduling.
• Perform other duties as assigned.

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocationa