Administrative Specialist (Finance)

Organizational Summary:

The Department of Internal Medicine is the largest and most complex department in the Morsani College of Medicine with over 26 Division, Programs and Centers/Institutes, total human resources in excess of 1,000, and an annual all-source budget in excess of $115,000,000.

The mission of the Department is to rank among the elite in the nation in the areas of education, research and patient care. The Department provides education and training for a diverse group of medical students, residents, fellows and health personnel from USF and throughout the world. Highlights of our success include Board Pass Rate at 100%; Resident Match Rate at 100%; Growth of residency program from 80 to 115; growth of fellowship programs from 70 to 96; doximity ranking at 84 and USMLE score average increasing from 200 to 247.

The Department's research activities are numerous and involve both basic and clinical research activities in all subspecialties of Internal Medicine. Our current Blue Ridge Institute for Medical Research ranking equals 19. Patient care occurs in our affiliated hospitals (including Tampa General Hospital, H Lee Moffitt Cancer Center and Research Institute, James A Haley VA Hospital, Florida Hospital) as well as our state-of-the-art ambulatory health care centers. The Department also provides healthcare support and services via contractual arrangements with many diverse organizations. The US News & World Report recent rankings of our subspecialties include Endocrinology at 13, Nephrology at 18, and Gastroenterology at 24 and Pulmonary at 28.

The Department's faculty represent a group of dedicated physicians that are well-recognized as leaders in all three mission areas.

Position Summary:

The duties of this position are performed under the direct supervision of the Division Director and the Division Administrator. This position serves as administrative medical related support for the operations of the Division of Pulmonary, Critical Care and Sleep Medicine and the Center for Advanced Lung Disease located at Tampa General Hospital.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. Additional education may not be substituted for this experience requirement.

Special Skills/Training:

Additional knowledge needed to successfully perform the duties/tasks/responsibilities of the Administrative Specialist include proficiency in Microsoft products (Word, Excel, Powerpoint, Visio), proficiency in USF specific systems (cloudmail), proficiency in research/data gathering, project and time management skills, knowledge/understanding of general medical terminology, use of foreign language translation services and the ability to effectively interact with international business partners, vendors and collaborators.Working at USF
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With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.
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About USF
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The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu .Job Responsibilities:

This position serves as liaison between the Division of Pulmonary, Critical Care and Sleep Medicine and the Chairman's Office and provides critical support to the Division Chief, Division Administrator and approximately 40 physician faculty. Performs general office duties including: answering phones, for ordering of lab coats for clinical personnel, preparing correspondence and written reports; ordering supplies; submitting faxes; and collecting, sorting and distributing mail. Deals discreetly with large amounts of sensitive and confidential information.

Substantial patient interaction with an emphasis on patient satisfaction and patient access and making appointments for outpatients in several different clinics. Answers patient calls and assisting them with sending messages to doctors and nurses in clinic. Responsible for assisting staff, providers, fellows and medical students with patient care activities (collecting medical records, CT disks and test results for review), reporting and compliance, clerical and other organizational tasks. Act as a liaison between patients and providers, including scheduling procedures and clinical appointments, counseling on preparations for procedures.

Manages up to seven attending's calendars in Microsoft Outlook; collects, collaborates and distributes call schedules of approx. 40 faculty, fellows and nurses at three different hospitals. Updates the daily daytime and nighttime assignments and call schedules of the faculty and fellows and notifies the USF answering service and each of the three hospitals when changes are made. Serves as patient advocate for preapprovals on certain procedures that are not considered medically necessary in the state of Florida. Coordinates meetings for pharmaceutical representatives with nurses and medical assistants in clinic to further education on pulmonary medication and devices.

Ensures Division faculty are in compliance with University effort reporting forms (i.e. FAR, PERT, Annual Evaluations and Assigned Duties), maintains faculty CV's, CME's and licensure renewals. Coordinates professional travel, completing all related paperwork, and process expenditures for reimbursements for all division members. Serves as division support for Affiliate faculty appointments and provides assistance for any divisional faculty applying for promotion and/or tenure.

Other duties as assigned, i.e. may be called upon by divisional faculty to assist with special projects.