Administrative Specialist - Allergy/Immunology

This individual will provide administrative support to the Allergy/lmmunology Training Program and the Allergy/Immunology Division. Responsibilities include recruitment, selection, instruction, supervision, counseling, evaluation and advancement of residents and the maintenance of records related to the Allergy/lmmunology program and its accreditation. Additional responsibilities include assisting with inpatient billing, faculty recruitment.

This position is time limited

This position requires a level II background check.

30% Faculty Publications, Reporting & Division Administrative Support

• Assists faculty and fellows in preparation and editing of manuscripts/abstracts for submission, including the manipulation of tables and figures. 
• Demonstrate knowledge of the editorial process and submission of scientific journals. 
• Track manuscripts through submission process and maintain records of all submitted manuscripts. 
• Collect, prepare and submit department reports, including annual divisional report and the Robert A Good Endowed Chair report. 
• Develop and update divisional website. 
• Organize share drive and maintain all divisional documents. 
• Assist divisional staff in preparation of presentations, educational materials and seminars. 
• Demonstrate knowledge of presentation software.
• Maintain database of all divisional presentations on share drive.

25% Fellowship Program Administration & Educational Coordination

• Assist the Training Program Director with managing the recruitment responsibilities of the Allergy/Immunology Fellowship Training Program according to ACGME/ABAI/AMA guidelines. 
• Prepare and track Appointment Status Forms and contracts for new fellows.
• Assist with orientation, hospital and dictation privileges, computer access, security badges, payroll, ACLS/PALS certification, orientation packets, and housing information for new fellows, rotating residents, and medical students.
• Organize and document elective rotations in Allergy/Immunology for residents/medical students. 
• Administer various fellowship program responsibilities within the Division of Allergy/Immunology. 
• Assist in maintaining online ACGME Program Information.
• Keep track of budget and expenses related to purchases of supplies, resources, and travel for faculty and fellows in related to training program. 
• Coordinate, prepare and assist with evaluations, reports, ERAS, applications and interviews, databases, and questionnaires on behalf of the training program. 
• Plan annual in-training exam for Allergy/Immunology Fellows. 
• Attend monthly Allergy/Immunology faculty meeting, monthly Education Coordinator meeting, and quarterly GMEC meeting. 
• Attend and take minutes at the annual Joint Faculty Meeting. 
• Prepare and process inpatient billing for the faculty

15% Executive Support to Division Leadership

• Maintain Division Chiefs’ personal calendar and handle personal correspondence to include arranging and coordinating conference calls, travel to conferences, and scheduling meetings. 
• Maintain the schedule for weekly laboratory teleconference. 
• Attend weekly lab teleconference, prepare meeting minutes, and maintain meeting minute binder.

15% Research Administration & Regulatory Support

• Assist with completion of necessary documentation to conduct study at ACH and USF and /or other institutions. Coordinate IRB submissions, assist in organizing and tracking protocol documents, grants and contracts including timely tracking of renewals and reports. 
• Compile data, analyze, and record data in accordance with protocol. 
• Assist faculty in preparing grants and protocol applications. 
• Maintain and track status of these submissions, help prepare figures, charts, and tables, and assist with creating reference libraries.

10% General Administrative Support

• Compose correspondence, memo, reports, & meeting minutes as instructed or required.
• Type, format, & proofread a variety of material including correspondence, memos, reports, charts, statistics, etc. 
• Answer phone calls, take messages and provide information according to established policies. 
• Support management of the Allergy/lmmunology/Rheumatology Division.

5% Other Duties

Minimum Qualifications:

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 vocational/technical training may substitute at an equivalent rate for the required experience.