Administrative Assistant - Full Time Bascom Palmer Eye Institute (Miami, FL)

University of Miami•Miami, FL

1d•Onsite

About The Position

The Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office. This role provides comprehensive professional level support in all aspects of the neuro-ophthalmology service, which handles a wide spectrum of diseases and conditions. The responsibilities extend beyond typical ophthalmology subspecialties, including managing patient schedules, coordinating referrals, obtaining authorizations for medications and procedures, facilitating specialized treatments like gene therapy, processing genetic testing, obtaining external imaging and test results, monitoring faculty in-baskets, and resolving patient and external physician issues. Additionally, the role supports academic and fellowship programs by managing clinical schedules, organizing applications and interviews, maintaining meeting agendas, and handling faculty reimbursements and supply orders. The position also provides administrative support to the Director of the Clinical Research Unit, interacting with study personnel and scheduling research meetings.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 1 year of relevant experience required
Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
Teamwork: Ability to work collaboratively with others and contribute to a team environment.
Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.

Responsibilities

Supports department and/or department leadership with daily clerical tasks.
Prepares basic reports, charts, budgets and other presentation materials.
Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
Plans meetings and takes detailed minutes, as needed.
Answers phone calls, provides information to callers or connects callers to appropriate staff.
Schedules appointments and updates calendars.
Makes travel arrangements and reservations for department leadership and staff, as needed.
Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
Greets and provides general support to visitors.
Develops and maintains department filing system.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Review and adjust patient clinical appointment schedules for faculty clinics and neuro-ophth resident clinics to ensure proper testing are scheduled and to optimize patient flow and patient perception scores.
Ensure referrals to neurosurgery, neurology, endocrinology, rheumatology, etc. are made and expedited so patient care will not be compromised.
Obtain and confirm authorizations for specialized medications (e.g. Tepazza, botox) in a timely manner.
Obtain timely appointments for procedures (e.g. neuroimaging, spinal taps).
Facilitate specialized treatments (e.g. Luxturna gene therapy) and ensure required authorizations, testing and surgeries are scheduled properly.
Process and submit gene therapy testing (e.g. Invitae, Molecular Vision Laboratory) for patients and notify the faculty when results are available.
Obtain external MRI CT CD images and other test results needed for patient care.
Monitor faculty In-Baskets and resolve issues and notify faculty of urgent matters.
Field and resolve patient issues including appointment issues, patient care needs, disability forms, leave requests, referral to low vision, work and school accommodations, license forms, etc.
Field requests ad resolve requests from outside physicians regarding existing patient issues and new patient referrals.
Monitor and adjust fellowship clinical schedule to ensure faculty neuro-ophthalmology clinics are properly supported in Miami, Lennar, Plantation, Palm Beach Gardens, and Naples.
Organize fellowship applications and schedule fellowship interviews.
Maintain the weekly internal neuro-ophthalmology service meeting agenda and carrying out action items from the internal meeting.
File faculty leave requests and reimbursements (e.g. travel, publications).
Order necessary faculty office supplies and clinic items.
Cancel and re-schedule patients for faculty sick or other unexpected leaves and adjust patients’ new appointments based on clinical urgency.
Schedule legal depositions requests.
Administrative support to Dr. Lam, the Director of Clinical Research Unit at BPEI.
Interact with study personnel to field requests and solve issues.
Field and Schedule research meeting requests.