Administrative Specialist - Allergy/Immunology

This individual will provide administrative support to the Allergy/lmmunology Training Program and the Allergy/Immunology Division. Responsibilities include recruitment, selection, instruction, supervision, counseling, evaluation and advancement of residents and the maintenance of records related to the Allergy/lmmunology program and its accreditation. Additional responsibilities include assisting with inpatient billing, faculty recruitment.

This position is time limited

This position requires a level II background check.

30% Faculty Publications, Reporting & Division Administrative Support

• Assists faculty and fellows in preparation and editing of manuscripts/abstracts for submission, including the manipulation of tables and figures. 
• Demonstrate knowledge of the editorial process and submission of scientific journals. 
• Track manuscripts through submission process and maintain records of all submitted manuscripts. 
• Collect, prepare and submit department reports, including annual divisional report and the Robert A Good Endowed Chair report. 
• Develop and update divisional website. 
• Organize share drive and maintain all divisional documents. 
• Assist divisional staff in preparation of presentations, educational materials and seminars. 
• Demonstrate knowledge of presentation software.
• Maintain database of all divisional presentations on share drive.

25% Fellowship Program Administration & Educational Coordination

• Assist the Training Program Director with managing the recruitment responsibilities of the Allergy/Immunology Fellowship Training Program according to ACGME/ABAI/AMA guidelines. 
• Prepare and track Appointment Status Forms and contracts for new fellows.
• Assist with orientation, hospital and dictation privileges, computer access, security badges, payroll, ACLS/PALS certification, orientation packets, and housing information for new fellows, rotating residents, and medical students.
• Organize and document elective rotations in Allergy/Immunology for residents/medical students. 
• Administer various fellowship program responsibilities within the Division of Allergy/Immunology. 
• Assist in maintaining online ACGME Program Information.
• Keep track of budget and expenses related to purchases of supplies, resources, and travel for faculty and fellows in related to training program. 
• Coordinate, prepare and assist with evaluations, reports, ERAS, applications and interviews, databases, and questionnaires on behalf of the training program. 
• Plan annual in-training exam for Allergy/Immunology Fellows. 
• Attend monthly Allergy/Immunology faculty meeting, monthly Education Coordinator meeting, and quarterly GMEC meeting. 
• Attend and take minutes at the annual Joint Faculty Meeting. 
• Prepare and process inpatient billing for the faculty

15% Executive Support to Division Leadership

• Maintain Division Chiefs’ personal calendar and handle personal correspondence to include arranging and coordinating conference calls, travel to conferences, and scheduling meetings. 
• Maintain the schedule for weekly laboratory teleconference. 
• Attend weekly lab teleconference, prepare meeting minutes, and maintain meeting minute binder.

15% Research Administration & Regulatory Support

• Assist with completion of necessary documentation to conduct study at ACH and USF and /or other institutions. Coordinate IRB submissions, assist in organizing and tracking protocol documents, grants and contracts including timely tracking of renewals and reports. 
• Compile data, analyze, and record data in accordance with protocol. 
• Assist faculty in preparing grants and protocol applications. 
• Maintain and track status of these submissions, help prepare figures, charts, and tables, and assist with creating reference libraries.

10% General Administrative Support

• Compose correspondence, memo, reports, & meeting minutes as instructed or required.
• Type, format, & proofread a variety of material including correspondence, memos, reports, charts, statistics, etc. 
• Answer phone calls, take messages and provide information according to established policies. 
• Support management of the Allergy/lmmunology/Rheumatology Division.

5% Other Duties

Minimum Qualifications:

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

Working knowledge of research principles and procedures 

Knowledge of Institutional and Governmental regulations preferred. 

Knowledge of PC applications including MS Word, MS Excel, MS PowerPoint 

Knowledge of general business practices

Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.

SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

(a) Two years of direct experience for an associate degree;

(b) Four years of direct experience for a bachelor’s degree;

(c) Six years of direct experience for a master’s degree;

(d) Seven years of direct experience for a professional degree; or

(e) Nine years of direct experience for a doctoral degree

Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

Minimum Qualifications that require a high school diploma are exempt from SB 1310