Job Description

Dept Number/Name: 0-6125-000 / Dept Of Neurology

College Division: USFHealth- Morsani College of Medicine

Salary Plan: Staff (Time-Limited)

Job Code/Title: 2204 / Administrative Specialist

Hiring Salary/Salary Range: $ 36,000-$45,000, Annual

Position Number: 00029162

ORGANIZATIONAL SUMMARY:

POSITION SUMMARY:

This Administrative Specialist position will  perform higher level office support duties and provide support to the Byrd Parkinson's Disease and Movement Disorder Center at USF. This position will perform a wide range of support duties including administrative support to the director, conducting research, preparing statistical reports and spread sheets for clinical trials, confirmation calls, answering phone, preparation of correspondence and reports, filing, preparation and initiation of purchasing related transactions, leave, making travel arrangements, and maintaining calendars, schedules, and departmental databases.


RESPONSIBILITIES:

This position will work in the Department of Neurology USF Byrd Parkinson's Disease and Movement Disorders Center of Excellence. This position will plan, prioritize, and schedule meetings and appointments for the director of the Movement Disorder Center. Makes decisions on daily basis regarding the office and Director's calendar. Perform specialized administrative duties for the director as needed. Will perform scribe duties for the Center director during patient visits as requested.

Maintained faculty calendars, schedules, and departmental meetings. This position will handle information requests, plan conferences and meetings, provide purchasing and payroll support and fulfill employment administration requirements such as making travel arrangements and maintaining calendars and schedules. Coordinates basic office moves, sets up office equipment repairs, and arranges for general office or building repairs. Operates office equipment, including copiers, scanners, and printers, to meet document preparation and production requirements.

Provides information, assistance, and services to patients, contacting the office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence. Responds to routine inquiries regarding faculty. Confirms and provides information for clinical and research appointments. Obtain medical records before appointments.

Provide purchasing support by preparing and initiating purchase orders. Makes travel arrangements for faculty, guest speakers, and guests. Prepare and submit travel expenses and reports. Assists in generating Center reports and completing compliance activities. This position will oversee using PCards and making purchases for the department.

Screens internal and outside mail and screens telephone messages. Maintains lab reports and ensures they are signed by an Investigator in a timely manner as required by the division. Works with minimal supervision with planning, organizing and coordinating multiple work assignments and establishes and maintains effective working relationships with others. Effectively and professionally communicates sensitive information and maintains confidentiality.

Data entry for clinical trials, proofing for data entry errors, and preparing patient/participant documents for study visits, which includes developing source documents as needed. Assists with monitoring visits and attends Investigator Meetings as requested by the Research Administrator. Coordinates patient visits and testing and obtains required information from study subjects during visits. Provides administrative support for clinical research, assisting Research Administrator and Research Support Specialist.  Will draft portions of publications or training manuals. Produces graphs, charts, and tables from data collected. Provides information on studies to potential program participants and the general public.

Maintains and updates Center websites, social media, and ongoing research public listings. Prepares presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Administers and supports various programs of the Center as appropriate, including community outreach, support groups, exercise programs, and fundraising efforts. Oversees and supports various public relation functions.

Performs scribe duties for Movement Disorders clinic/providers in accordance with USF Health Care policy B1003 (Documentation by Scribes); is expected to complete any required training.

POSITION QUALIFICATIONS:

MINIMUM:

This position requires a high school diploma or equivalent, with four or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year
basis. Testing may be required to assess competency on word processing software

PREFERRED:

4 years of Administrative experience, proficient in Microsoft Word, Excel and Outlook
 

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 37310

Posting Date:  06/26/2024

Posting End Date: 07/10/2024

How to Claim Veteran's Preference: 

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination. 

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

Click here for additional tutorial information.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu.

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement.

Work Location 

Campus map and location overview:

USF - Health

USF - Tampa Campus

About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here.

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