Administrative Spec I

University of Florida • Gainesville, FL

3d • $46,000 - $56,000

About The Position

The Administrative Specialist I provides comprehensive administrative, operational, and financial support to the Addiction Division within the Department of Psychiatry at the University of Florida. The role serves as a liaison among faculty, referral sources, healthcare professionals, and external agencies, supporting daily office operations and coordinating Independent Medical Evaluations (IMEs), forensic evaluations, faculty schedules, travel, billing, and other divisional functions.

Responsibilities include maintaining confidential records and evaluation documentation; assisting with preparation, editing, and quality review of evaluation reports; coordinating laboratory and toxicology records; scheduling evaluations and faculty activities; processing timesheets and travel documentation; tracking revenue, invoices, and payments; and providing general office support. The position requires strong organization, attention to detail, discretion, and the ability to manage multiple priorities in an academic healthcare environment.

This is a time-limited position. Applicants must submit a cover letter, curriculum vitae, and the names and contact information of three references. Hiring is contingent upon eligibility to work in the United States.

Requirements

• Bachelor’s degree, or an equivalent combination of education and relevant experience.
• Ability to use excellent organizational skills.
• Ability to communicate effectively, both orally and in writing.

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.
• Knowledge of spreadsheet and word processing computer software.

Responsibilities

• Coordinate and maintain documentation for Independent Medical Evaluations (IMEs) and forensic evaluations.
• Assist faculty with preparing, formatting, editing, and quality-reviewing IME and forensic reports, including ASAM Criteria and Dimensional Assessments.
• Ensure toxicology reports and laboratory results are identified, linked, and maintained in participant records.
• De-identify Department of Health 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.
• 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 in participant files.
• Answer telephone inquiries and serve as a 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 activities, and Grand Rounds presentations.
• Arrange meeting logistics, room setup, and communications for educational events.
• Maintain and coordinate faculty on-call schedules and ensure accurate EPIC system updates.
• Process and monitor faculty, fellow, and contracted-provider timesheets for multiple clinical locations.
• Verify contractual coverage obligations and resolve discrepancies in reported work hours or assignments.
• Maintain faculty leave records and ensure appropriate reporting through departmental systems.
• Coordinate faculty travel, including Travel Authorization Requests, airfare, lodging, rental cars, parking, conference registrations, reimbursements, expense reporting, and P-Card reconciliation.
• Develop and maintain quarterly faculty on-call schedules for divisional programs and services.
• Ensure equitable distribution of call assignments and 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 providing off-site clinical coverage.
• Manage monthly timesheet reporting and verification for contracted faculty and fellows across 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.
• Reconcile monthly reports and related vendor invoices.
• Maintain IME logs and databases and prepare IME activity reports for departmental leadership.
• Review financial documentation for accuracy and compliance with departmental procedures.
• Support daily office operations, including answering phones, managing email and fax communications, filing, document management, and ordering and maintaining supplies.
• Coordinate service requests and troubleshoot office equipment issues; liaise with Information Technology and equipment service providers for maintenance and repairs.
• Provide administrative backup 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, and vision insurance.
• Staff retirement plans.
• Paid time off, including approximately 22 vacation days, 13 sick days, and 11 paid holidays annually.
• Tuition assistance through the UF Employee Education Program.
• Public Service Loan Forgiveness (PSLF) eligible employer.

What This Job Offers

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