Administrative Spec I

University of Florida • Gainesville, FL

1d • Onsite

About The Position

The Administrative Specialist I provides comprehensive administrative, operational, and financial support to the Addiction Division within the Department of Psychiatry. This position serves as a critical liaison between faculty, referral sources, healthcare professionals, and external agencies, ensuring efficient day-to-day office operations and the successful coordination of Independent Medical Evaluations (IMEs), forensic evaluations, faculty scheduling, travel arrangements, billing activities, and divisional administrative functions. The incumbent is responsible for maintaining highly confidential records, supporting forensic evaluation processes, coordinating faculty and fellowship schedules, processing travel and timesheet documentation, tracking revenue and billing activities, and providing general office support. The position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic healthcare environment.

Requirements

• Bachelor’s degree; or an equivalent combination of education and relevant experience.

Nice To Haves

• Knowledge of procedures for University purchasing
• Knowledge of Microsoft Excel, Microsoft Access, general office practices, basic arithmetic, bookkeeping, and basic filing practices
• Accurate typing skills
• Ability to use a calculator; maintain fiscal records; organize and file materials; review fiscal data for accuracy; and post, balance, and reconcile fiscal records
• Knowledge of UF compliance requirements
• Ability to use excellent organizational skills
• Knowledge of spreadsheet and word processing computer software
• Ability to communicate effectively, both orally and in writing.

Responsibilities

• Coordinate and maintain documentation related to Independent Medical Evaluations (IMEs) and forensic evaluations.
• Assist faculty with preparation, formatting, editing, and quality review of IME and forensic reports, including ASAM Criteria and Dimensional Assessments.
• Ensure toxicology reports and laboratory results are properly identified, linked, and maintained within participant records.
• De-identify Department of Health (DOH) IME reports and submit finalized reports to the Florida Prosecution Services Unit.
• Provide administrative support for agency-referred IMEs involving healthcare professionals.
• Schedule evaluations and maintain faculty calendars, schedules, itineraries, and travel arrangements for comprehensive and forensic evaluations.
• Coordinate evaluation logistics with in-state and out-of-state referral sources, including professional monitoring organizations.
• Communicate referral information, collateral documentation, and scheduling details with faculty, referral agencies, and front desk staff.
• Download, organize, and maintain laboratory and toxicology reports within participant files.
• Answer telephone inquiries and serve as a point of contact for evaluation scheduling and coordination.
• Prepare and transcribe correspondence, reports, and administrative documents for faculty and division leadership.
• Coordinate faculty participation in educational programs, lectures, Continuing Medical Education (CME) activities, and Grand Rounds presentations.
• Arrange meeting logistics, room setup, and communication activities related to educational events.
• Maintain and coordinate faculty on-call schedules and ensure accurate EPIC system updates.
• Process and monitor faculty, fellow, and contracted provider timesheet submissions for multiple clinical locations.
• Verify contractual coverage obligations and resolve discrepancies in reported work hours or assignments.
• Maintain accurate records of faculty leave and ensure appropriate reporting through departmental systems.
• Coordinate all faculty travel arrangements, including: Travel Authorization Requests (TARs), Airfare, lodging, rental cars, and parking, Conference registrations, Travel reimbursements and expense reporting, Departmental purchasing card (P-Card) expense reconciliation.
• Develop and maintain quarterly faculty on-call schedules for divisional programs and services.
• Ensure equitable distribution of call assignments, holiday coverage, and adherence to divisional requirements.
• Review scheduling conflicts related to leave, conferences, and other obligations.
• Submit schedules for leadership approval and communicate approved schedules to stakeholders.
• Enter approved faculty and fellowship call schedules into EPIC for access by hospital and nursing personnel.
• Coordinate quarterly travel for faculty members providing off-site clinical coverage.
• Manage monthly timesheet reporting and verification for contracted faculty and fellows across multiple clinical locations.
• Review and reconcile work schedules, coverage arrangements, travel time, and mileage reporting.
• Maintain divisional leave records in SharePoint following leadership approval.
• Process and track daily revenue collections associated with forensic evaluations and IMEs.
• Create invoices and maintain billing records.
• Monitor accounts and track payment status for evaluations and services.
• Reconcile monthly reports and related vendor invoices.
• Maintain comprehensive IME logs and databases.
• Compile and prepare IME activity reports for departmental leadership.
• Review financial documentation to ensure accuracy and compliance with departmental procedures.
• Support daily office operations, including: Answering phones, Managing email and fax communications, Filing and document management, Ordering and maintaining office supplies.
• Coordinate service requests and troubleshoot office equipment issues.
• Serve as liaison with Information Technology and equipment service providers for maintenance and repairs.
• Provide administrative backup support to the Administrative Specialist II as needed.
• Serve as the on-site administrative contact for fellows and faculty regarding urgent operational matters.
• Perform additional administrative duties and special projects as assigned.

Benefits

• Health, Dental & Vision Insurance.
• Staff Retirement Plans.
• Paid Time Off (approximately 22 days of vacation leave, 13 days of sick leave and 11 paid holidays annually.
• Tuition Assistance (UF Employee Education Program)
• Public Service Loan Forgiveness (PLSF) Eligible Employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level