Administrative Spec I

University of Florida; Gainesville (FL); On-site; USD 46,000 - 56,000; Full time

Job summary

The University of Florida Addiction Division, within the Department of Psychiatry, seeks an Administrative Specialist I to provide comprehensive administrative, operational, and financial support. You will coordinate Independent Medical Evaluations, forensic reports, schedules, travel, and billing while handling confidential records with discretion.

You will support faculty, fellowship programs, and multiple clinical locations, ensuring efficient daily operations in a fast-paced academic

Qualifications

• Bachelor’s degree; or an equivalent combination of education and relevant experience.
• Knowledge of UF compliance requirements.
• Knowledge of UF purchasing procedures.
• Strong Excel/Access skills and general office practices.
• Excellent organizational and communication abilities.

Responsibilities

• Coordinate and manage IMEs and forensic evaluations documentation.
• Prepare, format, and quality-review IME/forensic reports.
• Maintain confidentiality of records and manage scheduling for faculty and fellows.
• Coordinate faculty travel, leave, and timesheets across locations.
• Process revenue, invoicing, and billing for evaluations and services.
• Manage EPIC updates and on-call faculty schedules.
• Support administrative operations and serve as liaison with IT and vendors.

Skills

Excellent organizational skills

Effective written and oral comms

Attention to detail

Communication

Ability to use calculator

Team coordination

Time management

Education

Bachelor’s degree

Tools

Microsoft Excel

Microsoft Access

Office practices

Basic arithmetic

Bookkeeping

Filing practices

Job description

At the University of Florida, we are a people of purpose. We're committed to challenging convention and ourselves. We see things not as they are, but as they could be. And we strive for a greater impact: one measured in people helped...

The Administrative Specialist I provides comprehensive administrative, operational, and financial support to the Addiction Division within the Department of Psychiatry. This position serves as a critical liaison between faculty, referral sources, healthcare professionals, and external agencies, ensuring efficient day-to-day office operations and the successful coordination of Independent Medical Evaluations (IMEs), forensic evaluations, faculty scheduling, travel arrangements, billing activities, and divisional administrative functions.

The incumbent is responsible for maintaining highly confidential records, supporting forensic evaluation processes, coordinating faculty and fellowship schedules, processing travel and timesheet documentation, tracking revenue and billing activities, and providing general office support. The position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic healthcare environment.

Essential Duties and Responsibilities

Forensic Evaluations and Independent Medical Evaluations

• Coordinate and maintain documentation related to Independent Medical Evaluations (IMEs) and forensic evaluations.
• Assist faculty with preparation, formatting, editing, and quality review of IME and forensic reports, including ASAM Criteria and Dimensional Assessments.
• Ensure toxicology reports and laboratory results are properly identified, linked, and maintained within participant records.
• De-identify Department of Health (DOH) IME reports and submit finalized reports to the Florida Prosecution Services Unit.
• Provide administrative support for agency-referred IMEs involving healthcare professionals.
• Schedule evaluations and maintain faculty calendars, schedules, itineraries, and travel arrangements for comprehensive and forensic evaluations.
• Coordinate evaluation logistics with in-state and out-of-state referral sources, including professional monitoring organizations.
• Communicate referral information, collateral documentation, and scheduling details with faculty, referral agencies, and front desk staff.
• Download, organize, and maintain laboratory and toxicology reports within participant files.
• Answer telephone inquiries and serve as a point of contact for evaluation scheduling and coordination.

Administrative Support for Addiction Division

• Prepare and transcribe correspondence, reports, and administrative documents for faculty and division leadership.
• Coordinate faculty participation in educational programs, lectures, Continuing Medical Education (CME) activities, and Grand Rounds presentations.
• Arrange meeting logistics, room setup, and communication activities related to educational events.
• Maintain and coordinate faculty on-call schedules and ensure accurate EPIC system updates.
• Process and monitor faculty, fellow, and contracted provider timesheet submissions for multiple clinical locations.
• Verify contractual coverage obligations and resolve discrepancies in reported work hours or assignments.
• Maintain accurate records of faculty leave and ensure appropriate reporting through departmental systems.
• Coordinate all faculty travel arrangements, including:
  • Travel Authorization Requests (TARs)
  • Airfare, lodging, rental cars, and parking
  • Conference registrations
  • Travel reimbursements and expense reporting
  • Departmental purchasing card (P-Card) expense reconciliation

Faculty Scheduling and Operational Coordination

• Develop and maintain quarterly faculty on-call schedules for divisional programs and services.
• Ensure equitable distribution of call assignments, holiday coverage, and adherence to divisional requirements.
• Review scheduling conflicts related to leave, conferences, and other obligations.
• Submit schedules for leadership approval and communicate approved schedules to stakeholders.
• Enter approved faculty and fellowship call schedules into EPIC for access by hospital and nursing personnel.
• Coordinate quarterly travel for faculty members providing off-site clinical coverage.
• Manage monthly timesheet reporting and verification for contracted faculty and fellows across multiple clinical locations.
• Review and reconcile work schedules, coverage arrangements, travel time, and mileage reporting.
• Maintain divisional leave records in SharePoint following leadership approval.

Financial Administration, Collections, and Reconciliation

• Process and track daily revenue collections associated with forensic evaluations and IMEs.
• Create invoices and maintain billing records.
• Monitor accounts and track payment status for evaluations and services.
• Reconcile monthly reports and related vendor invoices.
• Maintain comprehensive IME logs and databases.
• Compile and prepare IME activity reports for departmental leadership.
• Review financial documentation to ensure accuracy and compliance with departmental procedures.

Office Operations and Administrative Support

• Support daily office operations, including:
  • Answering phones
  • Managing email and fax communications
  • Filing and document management
  • Ordering and maintaining office supplies
• Coordinate service requests and troubleshoot office equipment issues.
• Serve as liaison with Information Technology and equipment service providers for maintenance and repairs.
• Provide administrative backup support to the Administrative Specialist II as needed.
• Serve as the on-site administrative contact for fellows and faculty regarding urgent operational matters.
• Perform additional administrative duties and special projects as assigned.

Minimum Qualifications:

Bachelor’s degree; or an equivalent combination of education and relevant experience.

Preferred Qualifications:

• Knowledge of procedures for University purchasing
• Knowledge of Microsoft Excel, Microsoft Access, general office practices, basic arithmetic, bookkeeping, and basic filing practices
• Ability to use a calculator; maintain fiscal records; organize and file materials; review fiscal data for accuracy; and post, balance, and reconcile fiscal records
• Knowledge of UF compliance requirements
• Ability to use excellent organizational skills
• Knowledge of spreadsheet and word processing computer software
• Ability to communicate effectively, both orally and in writing.

$22.03 - $26.82 ($46,000 -$56,000)

As one of the nation’s top public research universities, the University of Florida provides robust benefits options to support the wellbeing of their employees. The university offers a range of complementary and affordable benefit options to meet your family’s financial, educational, and health needs. Eligibility varies by position and FTE.

• Staff Retirement Plans.
• Paid Time Off (approximately 22 days of vacation leave, 13 days of sick leave and 11 paid holidays annually.
• Tuition Assistance (UF Employee Education Program)

Public Service Loan Forgiveness (PLSF) Eligible Employer.

About the University of Florida (UF), College of Medicine:

The Department of Psychiatry at the University of Florida are engaged in groundbreaking projects covering a variety of interests through our Centers, labs, and collaborations with other departments. The Department of Psychiatry includes a large outpatient center with various specialty clinics within (including one associated with our Center for Autism and Neurodevelopment), a very active inpatient service, a collaborative psychiatry program for primary care practitioners, school consultation program, and community consultation services. The Department of Psychiatry spans services across adult, addiction, and child/adolescent specializations, including a freestanding psychiatric hospital, a large consultation liaison service at the main UF Shands Hospital, the Florida Recovery Center operated by our Addiction Division, and multiple research centers including the Center for Addiction Research & Education and the Center for OCD and Related Disorders (COARD).

About Gainesville:

The City of Gainesville holds many distinctions. Located in the northern part of Florida, Gainesville is home to the state’s largest and oldest university (UF), and is one of the state's centers of education, innovation, healthcare, arts & culture, sports, and more. You can find the city routinely listed as one of the best college towns, the best places to live, and the best places to retire. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums, and lakes provide endless entertainment to thousands of visitors and locals every year.

Special Instructions to Applicants:

Interested applicants should submit the following items as part of the online application:

- Cover letter that states applicant’s interest in the position and qualification relative to the credentials listed above.

- Reference Names/Contact Information (3). The cover letter should include the names and contact information of three individuals who can provide an evaluative appraisal of the applicant’s work, potential in the field, and capacity to be an effective colleague in an academic health sciences center. References will be requested from the Department should the applicant be considered.

If an accommodation due to a disability is needed to apply for this position, please contact UF Human Resources at 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).

Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

This is a time-limited position.

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

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