Administrative Assistant (H)

University of Miami Miller School of Medicine•Coral Gables, FL

61d•Onsite

About The Position

The Department of Sports Medicine is currently seeking a full time Administrative Assistant to work in Coral Gables, FL. 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. The Administrative Assistant schedules appointments, prepares and proofreads documents, and assists with faculty and student needs. The Incumbent manages office supplies, coordinates events, and supports various academic programs. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Requirements

High school diploma or equivalent
Minimum 1 year of relevant experience
General knowledge of office procedures and operations.
Ability to accurately prepare and maintain records, files, reports and correspondence.
Ability to communicate effectively in both oral and written form.
Ability to maintain effective interpersonal relationships.
Ability to process and handle confidential information with discretion.
Skill in completing assignments accurately and with attention to detail.
Proficiency in computer software (i.e. Microsoft Office).

Responsibilities

Supports department and leadership with daily clerical tasks.
Prepares reports, charts, budgets, and presentation materials.
Responds to routine inquiries with standard correspondence.
Plans meetings and takes detailed minutes.
Answers phone calls, provides information, or connects callers to appropriate staff.
Schedules, appointments and updates calendars.
Composes and types of correspondence, creates spreadsheets and presentations.
Greets and provides general support to visitors.
Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues.
Develops and maintains an organized filing system for the department, ensuring confidentiality.
Provides reception services, schedules meetings, and travel.
Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents.
Assists faculty by answering questions, locating information and materials, and assisting in test preparation.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Is responsible for assisting the department in managing expectations surrounding pre and post patient care
Triages patient's telephone calls and answering any question or solving problems as appropriate. If necessary, transfers call or directly communicate to the provider should the call require their attention.
Is responsible for scheduling, rescheduling and cancelling clinic appointments as required per provider/administrator request following the proper process.
Is responsible for monitoring access to new appointments and management of any waiting lists for appointments.
Is responsible for managing the UChart In basket messages as assigned.
Obtains or reviews all patient demographic information, insurance information and referral numbers
Accurately records all data and maintains necessary records or files relating to clinical care issues
Acquires all materials necessary for the patient visit including medical records and x-rays
Answers telephone calls professionally and courteously within five rings introducing the practice as requested by the division
Communicates with patients regarding delays in schedule
Answers telephone calls correctly processing all patient information for messages and patient requests. Enters and routes request to appropriate person within UChart
Completes physician's orders/requests accurately
Proactively works physicians clinical scheduled to maximize time and manage capacity
Whether on the phone or in person, treats all patients, co-workers internal customers with dignity and professionalism
Maintains professional relationships with all physicians
Works to establish and maintain good working relationships with fellow employees
Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice
Provides coverage for responsibilities of co-workers when assigned or as need arises
Follows instructions of and assists supervisory staff as required