Careers | University of West Florida

Office Administrator 117650

Apply now Job no: 495831
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Staff, Counseling Ctr & Health Education

The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law.

Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850-474-2694 or jobs@uwf.edu.

Employment based visa sponsorship will NOT be considered for this position.

Position Number:	117650
Position Title (Classification Title):	Office Administrator 117650
Working Title:	Medical Secretary
Job Summary:	Incumbent is primary support for psychiatric services. Collects and maintains records management and billing functions. Provides day-to-day procurement services for the department including the purchase of office supplies, services, equipment, and requisitions. Assists in travel arrangements for staff. Answers phones, schedules meetings, check-in/check-out of clients.
Department	Counseling Ctr & Health Education
FLSA:	Non-Exempt
Minimum Qualifications:	A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Position Qualifications:	Must possess strong communication and writing skills including drafting and editing letters. The ability to manage multiple tasks, extensive organizational skills, mature judgment, tact and diplomacy and an ability to deal well with the stress inherent in a counseling and psychiatric care setting. Must possess the ability to function in a highly integrated team, be responsible, professional, flexible, and demonstrate a service-oriented attitude. Must possess medical secretary skills such that one can abide by confidentiality and privacy laws while providing appropriate support to professional staff.
Preferred Qualifications	Experience working in a University Counseling Center, psychiatry office, doctor's office, outpatient mental health clinic, or similar setting. Proficient in word processing, spreadsheets, extensive experience with complex calendar management. Medical records management experience. Associates degree in a related field.
Essential Functions / Job Duties:	55% - Maintain confidentiality of client and departmental information at all times. Meet and greet clients, employees, and visitors to the office/department, respond to inquiries, receive and deliver messages in a prompt and interpersonally sensitive manner. Answer telephone, transfer calls. Notify clinical staff of client arrival and any appointment cancellations or changes. Continual upkeep of clinical staff and patient schedules. Review schedules for any conflicts. Schedule new and returning clients and staff using scheduling software. Often schedules a variety of meetings. Compose and print a variety of office forms and correspondence. Assist in facilitating the operation of office/department by checking after-hours service, checking overnight telephone message on office voicemail, opening/unlocking office and closing office, mailing material and other information, opening, routing, and distributing incoming mail and other materials, preparing responses when necessary, and maintaining upkeep of lobby’s appearance. Primary purchaser of office supplies, equipment, purchase requisitions. Assists Director with personnel processes and assists in travel arrangements for staff. Other duties as assigned by leadership and staff. - (Essential) 45% - Handles all scheduling and incoming calls regarding psychiatry including all upcoming appointments, refill requests, problems with medications including significant side effects, or ineffective response to medications. Accomplishes all scheduling including vacation coverage to ensure that patients’ needs are met. Tracks missed appointments and associated fees. Follow up with medical and lab facilities to ensure records are obtained prior to appointments at the university. Scans all medical records into the electronic health record and removes all sensitive data such as credit card information or social security numbers. Contacts drug representatives to obtain samples for the psychiatric staff and schedules meetings between staff and representatives. Contacts insurance companies to complete prior authorization requirements for medications and hospitalizations. Completes forms and other necessary documentation for insurance coverage of medications prescribed. When medications are received, pulls file, labels medication, and gives it to the Advanced Registered Nurse Practitioner for locked storage. Manages patient assistance program(s). Liaison between psychiatric staff and hospitals, doctors, pharmacies, labs, drug reps, insurance companies and patients. Coordination of care from inpatient to outpatient care, obtaining admissions records, discharge summaries and medications prescribed while inpatient. Makes all referrals for neurotesting and community referrals for aftercare. Assists with the development of policies and procedures for psychiatric services. - (Essential)
Physical Demands:	Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc. Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup. Standing: Occasionally Walking: Frequently Sitting: Daily Reaching with hands and arms: Daily Climbing or balancing: Occasionally Stooping: Occasionally Use of hands to handle objects: Frequently Lifting up to 10lbs: Occasionally Lifting up to 25lbs: Occasionally Lifting over 25lbs: Occasionally Talking as express or exchange of ideas verbally: Daily Hearing as perceive sound by ear: Daily Vision as distinguish colors & depth: Daily
Special Requirements or Considerations of the Job:	This position requires a criminal background screen. This position requires fingerprinting. This position is eligible for veteran's preference.
Number of Vacancies	1
Work Hours	8:00 to 5:00, occasional nights and weekends
FTE	1.0
Salary Range	$33,000 - $36,000
Pay Basis	Annually
Closing Date:	1/6/25
Special Instructions to Applicants:	Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu. This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272. At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S. Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.

Advertised: December 09, 2024
Applications close: January 06, 2025

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Position	Location	Closes
Office Administrator 117650	Pensacola - Main Campus	6 Jan 2025
Incumbent is primary support for psychiatric services. Collects and maintains records management and billing functions. Provides day-to-day procurement services for the department including the purchase of office supplies, services, equipment, and requisitions. Assists in travel arrangements for staff. Answers phones, schedules meetings, check-in/check-out of clients.

Position	Location	Closes
Office Administrator 117650	Pensacola - Main Campus	6 Jan 2025
Incumbent is primary support for psychiatric services. Collects and maintains records management and billing functions. Provides day-to-day procurement services for the department including the purchase of office supplies, services, equipment, and requisitions. Assists in travel arrangements for staff. Answers phones, schedules meetings, check-in/check-out of clients.

Human Resources

11000 University Parkway
Building 20E, Room 117
Pensacola, FL 32514

850.474.2694 Main
jobs@uwf.edu

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Monday - Friday
8 a.m. - 5 p.m.

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