Senior Administrative Assistant

University of Miami•Miami, FL

1d•Onsite

About The Position

The Department of Surgery at the University of Miami is currently seeking a Full-Time Senior Administrative Assistant to work onsite in Miami. This role involves performing a variety of clerical functions and office support activities to facilitate the efficient operations of the assigned department(s). The University of Miami is an Equal Opportunity Employer and a vibrant, diverse academic and healthcare community, recognized as one of the nation's top research universities and academic medical centers. UHealth-University of Miami Health System is South Florida's only university-based health system, providing leading-edge patient care, research, and medical education at the Miller School of Medicine. The University comprises 12 schools and colleges, serving over 350 majors and programs, and has more than 17,000 faculty and staff dedicated to excellence and transforming lives.

Requirements

High school diploma or equivalent
Minimum 3 years 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/or department leadership with daily clerical tasks.
Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
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.
Scheduling of all Surgical Nutrition surgeries in UMH and JMH.
Obtaining surgical clearance letters or appointments for patients.
Obtaining authorization for all upcoming surgeries.
Scheduling and rescheduling of ALL appointments: (TeleFollowup, follow up, post op, pre-op (UPAC or PAT), New patient).
Managing Wednesday OPD1 Sylvester clinic schedule.
Preparing clinic day beforehand and send to faculty and team (all TPN patients current order and lab orders, any new patient documents, any requested JMH records like op reports, CT imaging results, etc).
Scheduling TeleHealth visits (explaining/sending tip sheet, resetting password if needed).
Confirming each patient appointment the day before clinic.
Following up on all patients before postponing any visits and relaying all calls.
Making all infusion appointments for patients coming to JMH.
Making all lab appointments for patients coming to JMH.
Arrange direct admissions for JMH.
Maintaining the current clinic schedule to accommodate study patients.
Obtaining all medical records for incoming new patients (labs, imaging, clinic notes, pathology, etc…).
Forwarding referral information from Surgical Nutrition faculty to designated physician.
Managing incoming faxes and sending lab results to team.
Collaboration with DaVita & Kidney Spa to schedule all new peritoneal dialysis patients.
Coordinating Posse Scholars Shadowing Program (10-12 Scholars / 13 Physicians).
Monitor all requests from Medical Records to avoid suspension of attending and follow up with billing issues.
Coordinate and schedule all domestic and international travel arrangements, airline and hotel reservations and ground transportation.
Process and maintain records of all financial forms (reimbursements, purchase orders).
Serve as liaison for faculty and staff at Jackson Memorial Hospital and Miami Transplant Institute where the Intestinal Rehabilitation Clinic is held weekly.
Monitor and renew all clinical privileges and reappointments for University of Miami as well as for Jackson Memorial Hospital.
Coordinate, arrange and manage the renewal of Trauma Certifications and CMEs required for licensing, re-credentialing and ACS Certification of the Trauma Center.
Monitor and renew all medical licenses, DEA licenses, etc.
Performs confidential and complex administrative and secretarial duties requiring independent thought and prioritization.
Manage complex calendars including the scheduling of all meetings.
Registering faculty members for meetings held via zoom (ACS, FCOT, FDOT, MSCS).
Schedule and coordinate appointments, speaking engagements, seminars, conferences, and invited speaker invitations.
Schedule and monitor legal responsibilities such as depositions.
Keeping calendar current with needed materials for meetings (PDF’s, zoom links).
Supporting faculty scholarly duties.
Prepare and submit abstracts and manuscripts for publication.
Maintaining and creating CVs and NIH bi sketches.
Assist with the preparation and submission of grant applications.
Manage and schedule all medical appointments for multiple VIP / International patients.
Answering, addressing and handling inquiries for all incoming telephone calls.
Process all requests from Home Health Agencies.
Monitor and address issues with incoming correspondence.
Compose outgoing correspondence and forms LOMN, LOR etc.
Develop and maintain filing system.
Organize and arrange catering as needed for meetings and presentations.
Support Division with multiple daily tasks as needed.
Process and handle confidential material and assignments with discretion and extreme confidentiality.
Provide backup support to all Surgical Nutrition faculty as needed.