Senior Department Secretary | Surgery- ENT | Full Time | Days

About the role

Using sound judgment and initiative, provides direct support for the department Faculty and Management including Physician Assistants and ARNPs. Applies organizational skills to perform a variety of Senior Department Secretary duties. Prioritizes heavy work volume in a fast-paced environment, handling time-sensitive or critical situations.

Responsibilities

• Organizes and performs all office and administrative clerical functions, including facilitating communications within a large multi-site practice.
• Fields interactions with clients (other providers, patients, internal and external customers).
• Manages division schedules by maintaining calendars for department personnel, organizing meetings, conferences, teleconferences, and travel. Includes timely distribution of schedule updates and notifications via Outlook, QGenda, and to appropriate team members at clinical sites to open/close/adjust individual clinics or template changes.
• Assists faculty and APPs with credentialing and license renewals, including medical staff recertification, provider enrollment renewals, medical license, DEA, NICA, and BLS for APPs.
• Performs monthly faculty leave audits by comparing faculty leave requests to clinic and department calendars and division schedules to ensure accurate reporting of leave. Utilizes reports within myUFL to verify leave accuracy and reports discrepancies to Admin Affairs staff for corrections.
• Handles fiscal responsibilities including submission of check requests, documenting expenditures on spreadsheets for order-related supplies, and processing large volumes of travel based on state and federal regulations.
• Processes payments and expense reimbursements via Corcentric for faculty and APPs.
• Provides backup or cross-coverage for other administrative clerical team members.
• Develops, edits, and updates PowerPoint presentations, CVs, and scholarly activities for Faculty, Residents, Students, and Fellows.
• Posts shift admin and block schedules for faculty, residents, fellows, and PAs as necessary.
• Performs additional duties as assigned.

Requirements

• 2 years of experience in a medical office or medical-related facility.
• Experience in a relevant position may be substituted for education on a year-to-year equivalency basis.

Qualifications

• High school diploma or GED equivalent.
• Associate’s degree preferred.