Administrative Support AST III

Administrative Support AST III

Job No : 537131

Work Type : Full Time

Location : Main Campus (Gainesville, FL), Alachua

Categories : Office / Administrative / Fiscal Support, Health Care Administration / Support

Department : 29340000 - MD-UROLOGY

Job Description

Classification Title :

Administrative Support Assistant III

Job Description :

This position will serve as an Administrative Support Assistant III to the Chief of Pediatric Urology and will work collaboratively with the multidisciplinary team of physicians, allied health providers and administrative support to create and implement quality metrics for Pediatric Urology patients.

Duties include :

Answering main line phone calls, distributing faxes, handling faculty calendars, arranging meetings, travel, CME, license and credentialing renewal, and preparing schedules for clinical attending commitments, and maintaining administrative records.

Answers all incoming calls from patients, physicians and other health care providers (internal and external), attorneys, pharmacies, medical supply, drug companies, etc.; responds to patient, physician and attorney questions directly within scope of position; routes calls to resident, physician, extender or nurse when appropriate. This position requires the interpretation and utilization of knowledge concerning various policies and procedures of the department, university, committees and associations. Provide telephone backup for incoming department calls which requires thorough working knowledge of the department, urology clinic and the university.

Maintains and organizes electronic filing system, prepares travel authorization and reimbursement documents, PCard, orders and stocks office supplies, submits expense requisitions. Triages messages related to results, Rx requests, orders, patient calls, staff messages, media management and referrals. Prepares to take all necessary documents to and from clinic while managing incoming messages and calls via mobile. Communicates directly with MDs, extenders, nurses to assist patients and coordinate care. Expedites patient financial counseling and medical record processing; interacts with other medical specialties and ancillary services to arrange tests and obtain authorization; provides administrative support to providers and assist in organization of clinical service; problem solves issues with registration, schedules, prescription refills, track lab / x-ray results; organizes patient information for timely provider review; performs scheduling duties including bed control and preauthorization; assists in creating content for and preparing new patient packets.

Provide calendar management for Chief of Pediatric Urology, two additional faculty and two ARNP / PA requiring interaction with internal and external contacts. Schedule and coordinate various reoccurring meetings and ensure the availability of appropriate meeting space, coordinate and arrange travel arrangements for division Chief, two faculty and 2 ARNP / PA, manage annual dues for boards, other association and meeting dues, answer and screen phone calls involving inquiries and requests. Tends to schedule shifts and template changes as needed due to surgeon calendar adjustment and clinic opening / closure.

Responsible for scheduling pediatric patients for medical procedures, patient studies and surgery. surgery. Schedules patient appointments and obtains prior medical records and studies if appropriate; arranges for special needs when applicable : works with other sub-specialties (i.e., Radiology / Pathology) when applicable for patient scheduling. Scheduling will be in accordance with protocols established by the Chief of Pediatric Urology. Schedule internal referrals from other College of Medicine departments and Shands ER with the time frame appropriate to request. Maintain calendar to ensure clinics are booked as needed and patients are scheduled appropriately. Respond to inquiries regarding scheduling timelines and ancillary testing requirements. Interfaces with patients to answer inquiries, resolve concerns, provide instructions and directions, and prepare for checkout. Tends to surgical consent forms, surgical instruction forms, FMLA work and school excuses. Coordinates and schedules all necessary orders, imaging, studies and appointments necessary for inpatient and outpatient surgery, including pre-op anesthesia. Coordinates hospital follow-up appointments, schedules necessary testing and blood work. Sets up prep for case, post-surgery and necessary orders, completes pre-admission / ASR.

Obtains necessary insurance authorization for same day / next day / future orders, appointments and surgery. Loads imaging disks, faxes patient-related documents, scans patient records into Epic and obtains signatures for home care orders. Shares expertise and acts as team leader; trains and mentors clinical program assistants within service area; instructs co-workers as needed regarding IDX scheduling, HIS reporting, CPT and ICD-10 coding; acts as trainer and information resource for new and existing clinic applications. Represents department on college / department committees; makes recommendations for improvement in internal policies and procedures. Arranges associated clinical, diagnostic or laboratory services and obtains authorizations when necessary; directs patients to appropriate providers for other health care issues; completes and routes direct referrals to other clinical services.

Coordination of incoming / outgoing correspondence for clinical faculty. This involves careful review and action on correspondence, general as well as confidential, assure thorough knowledge in order to obtain, compile and analyze pertinent information and data to provide the faculty with background information. Independently route copies of relevant correspondence to other personnel as appropriate. Responsible for obtaining faculty approval and signature on various documents and correspondence.

Prepares a variety of reports and other material including monthly faculty PDA. Maintains current bio-sketches and curriculum vitae for clinical faculty, coordinates with department HR staff in an effort to support the faculty in the preparation of tenure and promotion. Track and release necessary OR stats to ensure appropriate utilization per divisional specifics. Gathers and / or verifies patient information including demographics, insurance coverage and financial status; obtains authorization for clinical care, procedures, and ancillary studies. Enter all scheduling information into the IDX system.

Other duties as assigned.

Expected Salary : $23 Hourly

Minimum Requirements :

High school diploma or equivalent and four years of medical office experience, which includes the knowledge of CPT and ICD-9 coding guidelines as well as basic medical terminology. Appropriate college coursework or vocational / technical training may substitute an equivalent rate for the required experience.

Preferred Qualifications :

Medical office experience, including knowledge of CPT and ICD coding guidelines as well as basic medical terminology.

Special Instructions to Applicants :

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

The University of Florida is an Equal Employment Opportunity Employer.

This is a time limited position.

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.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required :

No

Applications Close : 09 October 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537131

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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