Administrative Assistant

University of Miami•Miami, FL

5d•Onsite

About The Position

The Department of Physical Medicine & Rehabilitation is currently seeking a full-time Administrative Assistant to work in Miami. 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.

Requirements

Skill in completing assignments accurately and with attention to detail.
Proficiency in computer software (i.e. Microsoft Office).
High school diploma or equivalent
Minimum 1 year of relevant experience

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.
Managing communications: Responding to inbasket messages, emails, faxes, and patient calls
Provider Time Off
Scanning medical records into UChart
Obtain and file authorizations for JHS clinics
Assisting with scheduling meetings and documentation of meeting (drafting minutes)
Process expense reimbursements, purchase requisitions
Submit work orders related to IT, telecommunications, and facilities items
Maintain digital filing system
Liaison with other departments for coordination of meetings and documentation of meeting (drafting meetings)
Process expense reimbursements, purchase card reconciliations, and purchase requisitions for the department
Assist with completion of internal forms, organizational charts, and drafting of standard operating procedures
Assist with content updates to department website
Assist with organization of Grand Rounds, M&Ms, and Journal club lectures
Assist with residency administrative items, including coordinating continuing education items, organizing interviews, assisting with rotation schedules