Administrative Spec I

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.