Florida State University College of Medicine - Department of Behavioral Sciences and Social Medicine

This position will manage BSSM Community Rounds and other special projects, will manage departmental administrative clinical processes and serves as the administrative support to the Chair of the department.

Provides administrative support to the Department Chair for teaching, administrative, and research activities at the COM. Exercises judgment in screening and referring visitors, phone calls and inquiries. Resolves problems or routes to appropriate personnel. Routes mail and e-mail after initial review. Composes letters and memorandums requiring action by the department chair. Proofreads and reviews the accuracy of letters, memoranda or reports written by staff or faculty for the chair. Collects and prepares background materials and agendas for meetings and conferences.

Act as point of contact for BSSM and all its centers regarding policies and procedures concerning the Graduate School’s Office of Postdoctoral Affairs. Advise, review, and process Graduate Faculty Status, Teaching Faculty Status, Committee, and Directive Status requests and maintain a database of the Graduate Faculty membership. Keep all faculty appraised of policy changes and provide the chair and faculty with resources regarding OPDA, to include events with the program director.

Participates in development and implementation of department policies, procedures, goals and objectives. Manages external and internal communications needs for the Department, including assisting with web content creation for website and SharePoint departmental information.

Maintains department alignment with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Reporting and guiding department maintaining training that meets HIPAA requirements for content and auditing purposes. Develops and implements department procedures to ensure system and information confidentiality, integrity, availability, reliability, and legal/regulatory compliance measures are met. Responsible for service desk issues. Responsible for medical license renewals, NICA fees, but also licensure renewals of e.g. nurses or social workers in the department. Manage the administrative process for departmental clinical activities with for instance FSU Primary Health regarding all clinical paperwork processes. Work with the Office of Clinical and Community Affairs to be sure faculty members have proper clinical effort reported and maintain an accurate database regarding the clinical efforts of BSSM faculty members engaged in the diverse settings of FSU Primary Health, FSU Behavioral Health, etc.

Responsible for all Pre-Travel requests (assuring the accuracy of documentation prior to final approval by the department chair and timeliness), file system, and keeping the departmental calendar up to date with leaves. Responsible for administrative academic activities to include FEAS, electronic AOR's and annual review documents for faculty. Coordinates the annual faculty evaluation process (provides all background material, CVs, summaries, teaching evaluations, schedules meetings, edits letters, form preparations) and submits the complete process to Program Manager, HR. Keeping an internal file system and spreadsheet. Submission of all faculty AORs in the department: enter all AORs after communication with faculty member, resolve issues and answer questions concerning faculty AORs and approval flow.

Responsible for direct support in the pre-planning, organizing, and development of FSU BSSM Community Rounds, as well as other special projects. Works with a wide variety of constituents in support of these projects, schedules and publicizes the event via FSU and COM calendars, develops promotional material in collaboration with graphic designers and photographers, creates the invitation and advertising material, mass emails, Qualtrics, flyers, posters, and after successful completion arranges publication on the YouTube channel of the College of Medicine. Communicates with guest speakers coming from academia and community, health departments, physicians, church groups, activists, etc. Manages and oversees all details of FSU BSSM Community Rounds.

Serves as immediate supervisor for Work Study students. recruits, trains, supervises, and monitors time entries in compliance with Federal Work-study guidelines. Reconciles expenditures to not exceed awarded monies by Financial Aid. Promotes an atmosphere of teamwork in accomplishing the mission and goals of the Department of Behavioral Sciences and Social Medicine to include participating in the delivery of support services for special projects, scheduled events or in meeting key department deadlines. Runs occasional errands in support of events and COM business activities requiring the operation of a motor vehicle.

Assists faculty with the writing and development of research related manuscripts including literature reviews, background sections and needs assessments. Proofreads and edits manuscripts.

Bachelor's degree and two years experience or a high school diploma or equivalent and six years' of experience (Note: or a combination of post high school education and experience equal to six years.)

• Experience in communicating effectively verbally and in writing.
• Experience in establishing and maintaining effective working relationships.
• Experience in gathering, interpreting, reporting, and/or editing information.
• Experience in performing accurately in a detail oriented environment.
• Experience in performing basic mathematical calculations.
• Experience in prioritizing, organizing and performing multiple work assignments simultaneously.
• Experience in maintaining accurate records and retrieve files from active or archive sources.
• Basic filing practices to include numeric and alphabetic systems.
• A Florida or Georgia driver's license or the ability to obtain one.

• Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
• Knowledge of applicable computer applications and basic computer functions.
• Knowledge of the principles and practices of event planning and ability to coordinate, organize and evaluate meetings and/or events.
• Knowledge of office practices, procedures, and etiquette.

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about our university and campuses.

This is an A&P (Administrative and Professional) position.

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.