University of Florida in Florida

Deadline February 11, 2014
Date Posted January 29, 2014

Job Description: The Program Assistant described herein serves as assistant to the Department Director; production manager for department publications (annual report, faculty/resident biographical handbook, reimbursement manual, marketing and promotional materials, staff manuals); and liaison for Shands marketing of all new and terminated faculty. ADMINISTRATIVE. Answers and directs phone calls made to the main Community Health and Family Medicine office number and covers the direct lines for the department chair and/or bioethics program as needed. Schedules appointments, schedules meetings, and organizes the calendar for the director, coordinator of administrative services, and occasionally the department chair, quality coordinator, and accountant. Performs administrative assistant duties for director, including (but not limited to) creating an agenda and taking minutes for all meetings, preparing items to be presented, etc. Serves as contact for scheduling and tracking meetings in the Community Health and Family Medicine conference room. Keeps organized folders for directorprofessional memberships, employee files, committee files, etc. Acts as the point of contact between the UF Health Family Medicine clinics and the administrative office. Collects and organizes reports from clinic managers regarding clinic financials and referrals. Keeps track of clinic patient satisfaction surveys and reports the results to the director. Assists clinic managers in completing required tasks such as reporting to the director on a weekly and monthly basis, conducting employee performance reviews, completing required trainings, and responding to requests for information. DEPARTMENTAL PROJECTS. Collaborates with department staff in completing special assignments, substitutes for office staff during absences, and assists the director and assistant director with various projects. Fills in for the Chairassistant when necessary and helps with any projects or assignments that may need completing. Organizes speakers, location, agenda, activities, food, and supplies for the annual department staff retreat. Coordinates with fiscal staff to create reports on department budget and finances, business plans, and other reports as needed by the director. Creates reports for meetings attended by the director by utilizing programs such as Microsoft Excel, Word, and Adobe Acrobat. ANNUAL REPORT. Report is used to present vital information about the department to the College of Medicine and Shands administrators about finances, space allocation, productivity, and individual program accomplishments. Project entails notifying Program Directors and staff to prepare their respective narratives concerning activities during the fiscal year, in addition to proofing, editing, verifying data and charts to support narratives, and contracting outside vendors for printing and binding services. Distributes report to Program Directors once printing is completed. RESIDENT BIOGRAPHICAL UPDATE. Booklet includes professional information about faculty and residents and is updated annually. Staff members are contacted to provide updates to their individual profiles, and incoming residents are contacted to provide their information and photo for inclusion in this guide. New professional photos are scheduled for any new hire faculty member or faculty needing updated photos. Work entails editing and designing the layout and the cover, updating information in booklet, scheduling professional photos, and contracting outside vendors for printing and binding services. Works with the residency program coordinator to design flyers to present new and current residents by listing names with photos and institutions attended. EVENING/WEEKEND/HOLIDAY CALL SCHEDULE. Serves as liaison between Call Director, Faculty, and Shands communications personnel throughout the year in coordinating, updating, and monitoring the outpatient call schedule, which covers patient calls to the clinics on evenings, weekends, and holidays. Ensures that problems are managed appropriately. Maintains historical record of call calendars to produce each yearschedule effectively. MARKETING LIAISON. Works with Shands Marketing to produce (review, proofread, coordinate reviews by various staff) marketing materials for the department, including clinic brochures, advertisements for new providers, and phone book Yellow Pages ads and listings. Keeps Shands marketing updated with any new or terminated providers to be displayed through the online Find a Physician directory. Checks to make sure all faculty bios are updated on the Community Health and Family Medicine website as well as the Shands Find a Physician directory. Edits and updates department website, as well as new manager orientation website. Oversees the official department Facebook page and updates the site with photos and information on marketing events.
Minimum Requirements: A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational\/technical training may substitute at an equivalent rate for the required experience.
Preferred Qualifications
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