Administrative Specialist II - Department of Pediatrics

Job no: 535185
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Health Care Administration/Support
Department: 29090700 - MD-PEDS-DEI

Classification Title:

Administrative Spec II

Job Description:

The Early Steps Division within the Department of Pediatrics is recruiting for an Administrative Specialist II to serve as the clinical operations coordinator. This person must be a self-starter and able to follow through on assignments and reminders. This person must be able to develop procedures and to propose and implement solutions to problems as they arise.

This position will manage expense budget for the Division, oversee claims, billing, coordinate scheduling of divisional activities, and supervise fiscal staff.

Duties Include:

Personnel and Administration

• Provides direct supervision and approves bi-weekly time punches for fiscal staff and student assistants.
• Conducts monthly meetings with fiscal team staff to ensure tasks are being accomplished in the most effective and efficient manner.
• Provides training and instruction to Program Assistants and/or other fiscal or administrative support.
• Establishes staff assignments, priorities, and deadlines to ensure that daily functions of the program are met in a timely and concise manner.
• Generates and monitors monthly productivity and error reports for service coordinators and fiscal staff.

Administrative Work with Early Steps Division Director and Pediatrics Assistant Director

• Works closely with Division Director and Pediatrics Assistant Director, including development of standard operating procedures, internal and external provider manuals, flowcharts, forms, etc. to ensure efficient operations.
• Manages administrative problems and inquiries.
• Disseminates information to Early Steps Division and serves as an expert resource to staff for ESDS, Epic, Microsoft Office, etc.
• Works closely with the Early Steps Director on special projects or reporting related to the Division.

Coordinator for the Early Steps Division

• Oversees and processes external provider claims via Early Steps Data System (ESDS).
• Deals directly with providers and serves as a resource for claims filing policies, processes, procedures, and billing interfaces.
• Receives and maintains confidential or sensitive information.
• Conducts training with new providers to familiarize them with claims filing processes.
• Oversees the processing of requests for medical information.
• Quality assurance of all provider billing to ensure compliance, efficiency and accountability of external provider billing to support adherence to University, State, and Federal billing policies and procedures, including Medicaid billing and pursuit of recoupments as necessary.
• Reports and analyzes data related to claims paid and use of contracted dollars for services rendered by contracted providers.
• Monitors assistive technology requests and processing through third-party administrator / billing provider.
• Oversees tracking the timeliness of patient referrals and provider initiation of services.

Coordinates and maintains schedules for Early Steps Division

• Coordinates and/or maintains schedules for mail, OPS/Student Assistant coverage, Fiscal Team monthly calendar, claims cycle, identity and access management renewals, and state vehicle maintenance.
• Periodically reviews scheduling processes and workflow and suggests updates to processes.
• Arranges and coordinates meetings, presentations, and events.

Fiscal/Budget

• Manages travel and expense reimbursement processing, accounts payable processing, and purchasing activities (office supplies, evaluation materials, etc.).
• Develops and designs streamlined fiscal operations for billing, claims filing, accounts payable, and all other fiscal processes.
• Formulates and revises processes to maintain established standards for all fiscal tasks.
• Responsible for asset management (vehicles, coordination of equipment purchases, repairs, etc.

Recommendations for policy and program operations

• Works with Divisional Director to foster positive, effective relationships with all program shareholders, internal team members, contracted providers, provider agencies, Contracts and Grants, Early Steps State Office, etc. with attention to ongoing service needs.
• Advises administrators in the division regarding application and implementation of new or revised rules, policies and procedures.
• Policy, program, and operation recommendations to Program Director and Pediatrics Assistant Director, including development of standard operating procedures, internal and external provider manuals, flowcharts, forms, etc. to ensure efficient operations.

Expected Salary:

$48,000- $55,000; commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:

- Extensive knowledge/experience in clinical operations preferred.

- Knowledge of Health Center and College of Medicine rules and regulations regarding personnel management, purchasing, travel, and UF Health on-line systems (Epic) highly desired.

- Ability to provide direction and disseminate policy and procedure in an effective manner. Ability to plan, manage, organize and coordinate assignments, and monitor activities of multiple projects simultaneously.

- Ability to comprehend legal and medical terminology related to general clinical operations. Knowledge of early intervention clinical terminology highly preferred.

- Personable with good telephone skills. Strong interpersonal and communication skills; self-direction.

- Ability to autonomously analyze complex problems; identify critical elements and alternatives; organize existing resources and new information to implement most appropriate solution.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No

Salary : $48,000 - $55,000