Sr. Administrative Assistant (H)

University of Miami Miller School of Medicine•Miami, FL

29d•Onsite

About The Position

The Department of Otolaryngology is currently seeking a full time Sr. Administrative Assistant position to work in Miami. The Sr. 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 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. 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 required
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)
Ability to strategically multi-task a variety of competing deadlines and requests
Experience with office management and productivity technologies (Excel, Microsoft, etc.)

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.
Completes Faculty Credentialing Renews, Medical License Renews, DEA Renews and all necessary licensing renewals
Uploads CME Credits into CE-broker
Completes Reimbursements
Prepare documents, agendas, letters, reports, slides and demonstrations
Manage and scan all outside records into system prior to clinic date
Manage and scan all outside results into system and advise provider via UChart
Monitors progress and follows-through on assigned projects to successful completion
Obtains Authorization for outside facility testing, as needed.
Open and distribute mail
Submits Physician Leave Requests for Providers' time off
Confirm clinical appointment
Updating of faculty Curriculum Vitae
Prepares financial forms (IDR, Expense reports, POs, workorders, check requisitions, etc. department)
Draft FMLA forms and/or letters for faculty review for patients as needed
Reschedule patient appointments
Provide coverage within the department as needed
Complete Yearly Membership Renewals
Screen and triage telephone calls from patients and properly document them in UChart for physicians, fellows, nurses or surgical coordinator to return phone calls
Ensure patients that have had issues in making appointments or in clinic are managed effectively for their follow up appointments
Schedule meetings and depositions
Maintain UChart in-basket