Administrative Assistant II

Administrative Assistant II

Job No : 537233

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Office / Administrative / Fiscal Support, Veteran's Preference Eligible, Dentistry, Health Care Administration / Support

Department : 34160200 - DN-ORAL PATHOLOGY

Job Description

Classification Title :

Administrative Assistant II

Classification Minimum Requirements :

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description :

The College of Dentistry is seeking an Administrative Assistant II to join the Department of Oral & Maxillofacial Pathology. In this role, you will report to the Manager-Health Administration of Oral Diagnostic Sciences and provide direct and primary administrative and other related functions for the Oral & Maxillofacial Pathology Services to Faculty.

Responsibilities include :

Perform the direct and primary administrative and other related functions for the Oral & Maxillofacial Pathology Services for Faculty. This includes the input biopsy reports daily into a specialized computer program (Biopsy Management). Enter patient's demographic information into Axium, add medical insurance information and scan patient demographic sheets along with a copy of driver license, identification, and / or medical insurance cards, if applicable. Use prepared charge sheet to add charges to patient account. Scan completed biopsy reports into corresponding patient Axium charts for all in-house patients. Type and process Radiology and Pathology consultations for faculty. Proof, secure, and upload reports to patients' charts in Axium on a daily basis. Establish and maintain contact with all outside imaging labs that send cases for interpretation reports, including distribution of consult forms and other material needed for processing biopsies. Process final reports by printing, faxing, and mailing reports to each doctor's office daily (over 200 per week). Use an Axium computer program to obtain patient information needed for biopsy reports. Maintain files on all-biopsy reports with demographics. Print and maintain logbooks and print labels for the Oral and Maxillofacial Pathology Laboratory to mail biopsy kits to doctors. Use of medical terminology.

Assist Pathology faculty by ordering special stains and recuts requested. Ensure that recut requests from outside hospitals for slide over-read are filled promptly and given to the pathologist for review prior to sending them out. Ensure that all outside consultations are promptly accessioned and given to the attending physician the day they are received. Assist pathologists by helping train the residents in dictation. Give residents model dictations and a coding outline; critiques their dictation. Ensure residents are given laboratory reports corrected by the attending pathologist, ensuring continuous feedback. Help with numerous research projects and clinical studies by searching the large databases using multiple types of queries.

Respond to all biopsy and provider-related phones calls daily and email all biopsy interpretation requests timely. Assist the Division Head of Oral Pathology with reports and correspondence that are of a confidential nature. Do the drafting, editing, and formatting of faculty correspondence as required. Prepare and maintain pathologists weekly reading log. Assist with administrative tasks, when necessary, in the absence of the department's administrative assistant.

Responsible for following up on overnight courier account, ordering airway bills and supplies for new doctors enrolled and reorders supplies for each doctor as needed. Add new doctors to the Biopsy Management computer program and make changes as needed. Assist doctors' offices in obtaining verbal biopsy results and reading reports over the phone and faxing reports to doctors upon request (approx. 300 per week). Assist laboratory supervisor in accessioning and replenishing supplies and biopsy kits. Assist Case of the Month project by performing all aspects involved in preparing the case of the month for publication. Help find references and help compose the text for the case of the month. Responds to e-mail queries about the case of the month's participants, setting appointments or contacting the pathologists for information. Fulfills requests for biopsy supplies etc. that come through the web site

Assist Program Assistant in the Department of Oral Diagnostic Sciences and the Billing Office (part of the College of Dentistry Dean's Office) in setting up procedures for each department to use in the workflow from one department to another. Maintain records of all the work that is done by each department to ensure all work is completed in a timely manner. Type and process Radiology and Pathology consultations for faculty.

Perform other duties (as assigned).

Expected Salary :

$18.00 per hour; commensurate with education and experience

Benefits :

The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family's needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life's challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

UF Employees are also eligible for the GatorPerks discount program , which provides big savings at various businesses and retailers!

Explore UF's plethora of benefit options here : TEAMS Benefits

Required Qualifications :

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred : KNOWLEDGE

• Knowledge of medical terminology
• Knowledge of correct grammar, spelling, punctuation, and terminology used
• Knowledge of basic arithmetic
• Knowledge of Word, PowerPoint, and Excel

ABILITIES

Special Instructions to Applicants :

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

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

Health Assessment Required :

No

Applications Close : 07 October 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537233

Our Commitment :

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

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