Administrative Specialist

University of South Florida•Tampa, FL

27d•Onsite

About The Position

The Department of Internal Medicine is the largest and most complex Department in the Morsani College of Medicine with over 26 Divisions, Programs and Centers/Institutes, total human resources in excess of 1,000, and an annual all-source budget in excess of $143,000,000. The Department's ongoing growth includes the restructure of Cardiovascular Sciences from a separate Department to a Division, support of the microbiome initiative, and the execution of clinical, research and education initiatives focused on COVID-19 and emerging infectious diseases. The mission of the Department is to rank among the elite in the nation in the areas of education, research and patient care. The Department provides education and training for a diverse group of medical students, residents, fellows and health personnel from USF and throughout the world. The Department's research activities are numerous and involve both basic and clinical research activities in all subspecialties of Internal Medicine. Our NIH funding is in excess of $120 million over the past 3 years. Patient careoccurs in our affiliated hospitals (including Tampa General Hospital, H Lee Moffitt Cancer Center and ResearchInstitute, James A Haley VA Hospital, Florida Hospital) as well as our state-of-the-art ambulatory health care centers.The Department also provides healthcare support and services via contractual arrangements with many diverseorganizations. The US News & World Report recent rankings of our subspecialties include Nephrology at 18, and Gastroenterology at 24 and Primary Care at 67. The Department's faculty represent a group of dedicated physicians that are well-recognized as leaders in all three mission areas. This position reports to the Division Administrator, with a dotted line to the Section Administrator, and serves as an administrative support resource for the Division of Hospital Medicine at Tampa General Hospital. This position will perform a wide range of administrative and operational duties across mission areas, including preparing spreadsheets, correspondence, reports and presentations, supply management, handling information requests, planning conferences and meetings. This position will also answer the main phone line and therefore will have contact with patients, patient’s families, clinicians, pharmacy and others.

Requirements

This position requires a high school diploma or equivalent, with at least four years of experience in an office oradministrative support position.
Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

MA/CNA certification by the State of Florida preferred

Responsibilities

Answers main office incoming calls.
Responding to and accurately routing calls and relaying messages.
Includes paging and communicating with Attending physicians and fellows in a timely manner in response to calls regarding patient care within the hospital and affiliate facilities.
Acts as liaison between providers, patients, pharmacies, hospitals and other health care professionals to provide a team approach for patient care.
Also works closely with hospital infection prevention team.
Schedules times for Attending Physicians to consult with transplant patients at TGH transplant center.
Provides general office support to clinical team at Tampa General Hospital, including but not limited to: making copies, scanning, faxing documents and assistance with various projects as needed, collecting daily mail and faxes and distribute to faculty (includes scanning/emailing or mailing to off campus faculty);maintaining office supplies and keeps an inventory of materials and supplies; maintaining Division contact lists, maintaining Box library for updated faculty materials (includes obtaining and filing current CV's, medical licenses, DEA licenses, etc.); and submitting tickets and working with IT for any computer, printer, fax issues in the TGH or 17Davis offices.
Orders business cards as needed for faculty.
Schedules division faculty meetings, or other division activities.
Serves as backup to assigned Fellowship Coordinator with various projects as needed.
Assists in division communications.
Assists in updates and maintenance of community engagement resources (i.e. website, research pages).
Assists in management of social media pages.
Performs other duties as needed in support of the Division's and the Department's missions and goals.