Administrative Assistant

University of Miami•Coral Gables, FL

17d•Onsite

About The Position

The Department of Ortho Sports Medicine is currently seeking a full time Administrative Assistant to work in Miami, 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. CORE JOB FUNCTIONS 1. Supports department and/or department leadership with daily clerical tasks. 2. Prepares basic reports, charts, budgets and other presentation materials. 3. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging. 4. Plans meetings and takes detailed minutes, as needed. 5. Answers phone calls, provides information to callers or connects callers to appropriate staff. 6. Schedules appointments and updates calendars. 7. Makes travel arrangements and reservations for department leadership and staff, as needed. 8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations. 9. Greets and provides general support to visitors. 10. Develops and maintains department filing system. 11. Adheres to University and unit-level policies and procedures and safeguards University assets. 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/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.
Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

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.
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