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ADMINISTRATIVE ASSISTANT

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Posting Details

Posting Details

Position Title ADMINISTRATIVE ASSISTANT
Job Category Administrative
Posting Number 20172594
Position Status Active-Full-Time
Positions Supervised

N/A

Customer Service Statement

CUSTOMER SERVICE: Demonstrate adherence to the Group’s Customer Service Standards designed to support the mission of USF Health: enhancing life by improving health through research, education and healthcare. Our commitment is to improve the full spectrum of health, from the environment, to the community, to the individual. Together, through talent and innovation, USF Health is developing real-world solutions to reach our shared value – making life better.

Position Summary

This position oversees the daily operation of administrative support functions for the Department of Patient Access and Capacity Management, and is responsible for multiple administrative, personnel and patient access support activities. This position provides direct support to the Chief Access Officer, Director, Managers, and Supervisors of Patient Access and Capacity Management in meeting operational activities of USF Health Care. Responsibilities include patient and physician interactions, employee relations, policy and procedure updating / development, correspondence, data collection, mail processing / organization, and document / spreadsheet preparation.

Position Requirements

Educational Requirements: Associate’s degree.
Experience Requirements: Minimum 4 years of experience in a medical setting including duties related to administrative support. Excellent computer skills, including Microsoft Windows, Word, Excel, Power Point, and ability to learn new software.
Business Skill Requirements: Excellent verbal and written communication skills including ability to talk and communicate effectively with physicians and patients. Medical terminology preferred and the ability to work independently in a fast-paced environment. Also, in exercising a high degree of initiative, judgment, discretion and decision-making to achieve organizational objectives

Preferred Attributes:

  • Requirements reflect the minimum level necessary to be eligible for this position. Equivalent combinations of education and experience may be considered.
Customer Service Performance

CUSTOMER SERVICE PERFORMANCE EXPECTATIONS: Courteous and helpful behavior towards patients, physicians, coworkers and external customers; professional and efficient verbal and written communications; accomplishing tasks through teamwork and initiative; and ensuring a timely and thorough response to complaints and/or critiques, and anticipating the needs of all you come in contact with.

Physical Demands
Special Instructions to Applicants
Location UPC BLDG - USF TAMPA
Department Name CLINICAL OPERATIONS
Work Schedule Summary

Specific Duties and Responsibilities

Percentage 40
Duties

Administrative office responsibilities:
• Oversees the daily operations of the Administration suite and related activities, assuring appropriate office / telephone coverage, timely and accurate completion of duties, and keeps Chief Access Officer informed of issues.
• Assists with updating existing and/or creating new policies and procedures, as requested by the Chief Access Officer. Coordinates approval of policies through CEO’s office and EMC, as appropriate.
UPC building facilities – coordinates service work orders with building management using the Corrigo Building maintenance system. Issues keys, building access and proximity readers to qualified individuals. Ensures vending machines are fully stocked and in good working order. Maintains the Recycle Program for the floor, ensures all employees have a recycle bin at their desk and are aware of where to dispose of recycle materials. Ensures all office, cubicle, and directional signage for the floor is up to date and accurate; orders additional signage as needed.
• Serves as administrative support on special projects by scheduling and attending meetings, booking conference rooms, coordinating conference calls, typing correspondence, etc.
• Coordinates travel for the Department ensuring that all Travel and Expense policies are followed.
• Meets regularly with the Chief Access Officer to review assignments, establish priorities and deadlines.
• Initiates correspondence on behalf of the Chief Access Officer for review / distribution.
• Develops and maintains Departmental organization charts and maintains phone listings for the Patient Access Department.
• Maintains conference room schedule for the UPC 4th floor and arranges meetings, conference rooms and lunches, as requested.
• Coordinates weekly office supply orders for the Patient Access Department.
• Handles mail activities for Administration.

Percentage 40
Duties

Human Resources related responsibilities:
• Completes the recruitment processes in Career Source to open vacated and/or new positions; completes the hiring processes for selected candidates via the Director and Human Resources.
• Prepares appointment change forms for terminating employees, pay changes, supervisor / division changes, etc. Contacts Information Services to disable network access. Reminds managers to obtain keys, pagers, parking tags, etc.
• Acts as the Human Resources liaison (HR Rep) by receiving / distributing information to managers / staff via email and/or paper documents.
• Maintains personnel records for all Clinical Operations, Patient Access, HIM staff in a current status, i.e. timely filing of documents, removal of terminations over 3 years old, etc.
• Assists staff with HR related forms, i.e. FMLA, Workers Compensation, Short- Term Disability, etc.
• Coordinates distribution and updating of all probationary, 3-month, and annual staff performance evaluations.

Percentage 15
Duties

Employee Relations duties:
• As first point of contact, interacts with Patient Access and Capacity Management managers /supervisors and staff regarding employee relations concerns.
• Provides guidance in resolving personnel issues based on extensive knowledge of corporate and department policies. Demonstrates objectivity and uses good judgment during interactions.
• Summarizes issues / resolution for review with Chief Access Officer; notifies Chief Access Officer immediately if assistance is needed to diffuse a situation or assist with options to resolve.
• Maintains confidentiality of all employee relations interactions.
• Assists with the coordination of staff appreciation events.

Percentage 5
Duties

Other duties as assigned.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * What is your highest level of completed education?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • PhD

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter
  2. Letter of Recommendation 1
  3. Letter of Recommendation 2
  4. Letter of Recommendation 3