Office Manager

University of Miami•Doral, FL

9d•Onsite

About The Position

The University of Miami/UHealth Department of Physical Therapy has an exciting opportunity for a full time Office Manager to work in Doral, FL. The Office Manager manages a variety of office functions, including but not limited to clerical work, data maintenance, and department operations. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations. This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job. Plans and manages office service activities on a daily basis to provide the highest level of customer service to patients. May supervise 1-3 staff and 1-3 part-time employees or students. Initiates reports/correspondence, internally Coordinates, analyzes and recommends changes of administrative activities and procedures which may include personnel, budget preparation and record maintenance. Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate. Initiates appropriate follow-up/action when necessary. Ensures that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget, and works with supervisor to identify alternative sources and/or to request funds. Negotiates the purchase of office supplies and equipment and oversees receiving and shipping units for office departments. Coordinates all personnel actions and paperwork for the department. Ensures compliance with University policies regarding searches (affirmative action, dean’s office, etc.); maintains appropriate files and documents; handles correspondence. Coordinates meetings, compiles files, and prepares confidential correspondence. Ensures that technical / research personnel are informed of and comply with UM fiscal and personnel policies and procedures. Serves as the departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained. Coordinates special projects and events on ad hoc basis as assigned. Responsible for departmental P-Card purchases. Assists with confidential matters. Perform secretarial and clerical duties including: scheduling/referrals, creating and maintaining patient medical records, billing, photocopying, filing, ordering supplies, maintain work orders for clinical equipment repair. Provides courteous and friendly patient greeting and customer service with every patient entering department, and with every phone call according to UHealth Telephone Etiquette guidelines. Maintain front desk and phone coverage during all hours of operation. Retrieves phone messages off answering machine daily, passing on messages as necessary, in a timely fashion. Recognize importance of the outpatient patient scheduling process and facilitate obtaining all necessary information to get patients placed on the schedule for evaluations and all follow up visits. Prepares new patient records with referral, prescription, consent forms, insurance verification, and complete registration process prior to services being provided. Keep sign in sheet for outpatients. Maintain patient records according to HIPPA and UMH guidelines. Process correspondence requesting patient information, determine if request is within the policies of UHealth/UM/HIPPA and the proper release has been completed and signed. Identify potential problems within the department, accurately reflecting magnitude, and participate with director and department team-mates for timely resolution, and advise of situations necessitating follow-up. Demonstrate an attitude of team-work, problem solving and flexibility. Be open-minded and supportive of new ideas and systems for enhanced department efficiency and functioning, and work in a collaborative manner. Provide staff daily work schedule with updates as necessary. Provides daily patient statistical summary including: therapist, # of modalities per patient, time seeing patients (inpatient and outpatient) and monthly summary within the first two working days of the new month. Process all mail and handle necessary correspondence. Schedule staff meetings as requested by director. Process reimbursements as needed. Other duties as assigned.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 5 years of relevant experience required
Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness.
Organizational Development: Ability to implement strategies to improve organizational effectiveness, engagement, and manage change.
Financial Oversight: Knowledge of financial operations and management.
Team Leadership: Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others.
Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively.

Responsibilities

Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Develops and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; follows up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.
Maintains office staff by recruiting, selecting, orienting, and training employees. Evaluates office staff by coaching, counseling, and disciplining employees; plans, monitors, and appraises job results.
Achieves financial objectives by assisting with the preparation of the budget, scheduling expenditures, analyzing variances and initiating corrective actions, as necessary.
Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.
Plans and manages office service activities on a daily basis to provide the highest level of customer service to patients.
May supervise 1-3 staff and 1-3 part-time employees or students.
Initiates reports/correspondence, internally Coordinates, analyzes and recommends changes of administrative activities and procedures which may include personnel, budget preparation and record maintenance.
Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate.
Initiates appropriate follow-up/action when necessary.
Ensures that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget, and works with supervisor to identify alternative sources and/or to request funds.
Negotiates the purchase of office supplies and equipment and oversees receiving and shipping units for office departments.
Coordinates all personnel actions and paperwork for the department.
Ensures compliance with University policies regarding searches (affirmative action, dean’s office, etc.); maintains appropriate files and documents; handles correspondence.
Coordinates meetings, compiles files, and prepares confidential correspondence.
Ensures that technical / research personnel are informed of and comply with UM fiscal and personnel policies and procedures.
Serves as the departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained.
Coordinates special projects and events on ad hoc basis as assigned.
Responsible for departmental P-Card purchases.
Assists with confidential matters.
Perform secretarial and clerical duties including: scheduling/referrals, creating and maintaining patient medical records, billing, photocopying, filing, ordering supplies, maintain work orders for clinical equipment repair.
Provides courteous and friendly patient greeting and customer service with every patient entering department, and with every phone call according to UHealth Telephone Etiquette guidelines.
Maintain front desk and phone coverage during all hours of operation.
Retrieves phone messages off answering machine daily, passing on messages as necessary, in a timely fashion.
Recognize importance of the outpatient patient scheduling process and facilitate obtaining all necessary information to get patients placed on the schedule for evaluations and all follow up visits.
Prepares new patient records with referral, prescription, consent forms, insurance verification, and complete registration process prior to services being provided.
Keep sign in sheet for outpatients.
Maintain patient records according to HIPPA and UMH guidelines.
Process correspondence requesting patient information, determine if request is within the policies of UHealth/UM/HIPPA and the proper release has been completed and signed.
Identify potential problems within the department, accurately reflecting magnitude, and participate with director and department team-mates for timely resolution, and advise of situations necessitating follow-up.
Demonstrate an attitude of team-work, problem solving and flexibility.
Be open-minded and supportive of new ideas and systems for enhanced department efficiency and functioning, and work in a collaborative manner.
Provide staff daily work schedule with updates as necessary.
Provides daily patient statistical summary including: therapist, # of modalities per patient, time seeing patients (inpatient and outpatient) and monthly summary within the first two working days of the new month.
Process all mail and handle necessary correspondence.
Schedule staff meetings as requested by director.
Process reimbursements as needed.
Other duties as assigned.