Administrative Assistant II

Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description:

Departmental Administration, Support and Academics

•             Secretarial assistance to Chair of Oral and Maxillofacial Diagnostic Sciences

•             Management of Promotion and Tenure applications

•             Maintenance of CV and toolkit entries

•             Entry of Continuing Education courses on calendar

•             Liaison to potential residents or interns; scheduling of interview dates and assistance with event management

•             Facilitation of IT concerns as needed

•             Assist in managing schedules for faculty, organize department/division meetings, committee meetings

•             Attend and take minutes for monthly department meetings and others as requested

•             Maintain all courses taught by the department faculty online, upload presentations and course documents, quizzes, format examinations for online administration, proctor remedial examinations, maintain course grades for all doctoral and post-doctoral students for departmental courses, record and report grades

•             Daily recording of clinical grades for juniors and seniors in the clinics (160+ students total)

•             Coordinate faculty instructor workloads and faculty assignments

•             Attend course planning meetings with faculty and Office of Education and follow up as needed

•             Maintain radiology-specific portion of academic records for radiology residents; facilitation of transcript creation via communication with the Advanced Education Office

•             Assist with compliance of effort report forms (Academic Activities Reporting and Faculty Assignment Reports)

•             Assist with compliance of faculty, staff, and residents with university policies, maintains annual training certification, and send out reminders at the appropriate time; includes Health Insurance Portability and Accountability Act of 1996 (HIPAA) certification, Institutional Review Board (IRB) compliance, and Basic Life Support certifications for all staff, faculty, and residents.

•             Assist the chair with annual faculty evaluation process, documentation of faculty assignments, and preparation of the departmental annual report

•             Drafting, editing, and formatting of faculty correspondence

•             Daily pickup and drop off of mail, ensuring prompt delivery to correct personnel and locations

•             Certification of annual department space allocation report. Includes federal audit preparation and responsibility for fielding affiliated interviews.

•             Drafting of department policy as needed

•             Presentations to department faculty as needed for onboarding new services or improving workflow

•             Creation and maintenance of a handbook documenting position duties, procedures, timelines, key contacts, and optimum prioritization balances

•             Department website analysis, correction, and maintenance (dental.ufl.edu and ufhealth.org)

•             Maintenance of department emergency contact tree

 

Oral and Maxillofacial Radiology

•             Help prospective clients set up accounts; transmit billing information including level of service, ICD-10 codes etc. to the department’s finance personnel on a daily basis

•             Maintain and update database for external consults

•             Internal Reports

•             Continuously monitor faculty queues for incoming cases and prepare preliminary report templates as requests come in

•             Proof, secure, and upload reports to patients’ charts in Axium on a daily basis, which also transmits billing information including level of service, ICD-10 codes etc. to the department’s finance personnel.

•             External Radiograph Interpretation Service

•             Establish and maintain contact with all outside imaging labs that sends cases for interpretation reports, including distribution of consult forms and other material needed for online transfer of scans to the server and creating and maintaining Axium charts

•             Monitor Oral Radiology email and fax for external case requests and process them promptly as received

•             Proof and secure completed reports and send them out to clients according to protocol

•             Maintain email list of external clients and contact as needed for notifications about billing, closures, and any other pertinent updates

•             Creation and distribution of annual graduation invitations

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