Sr. Administrative Assistant (H)

University of Miami•Miami, FL

1d•Onsite

About The Position

The Department of Neurological Surgery is currently seeking a full time Sr. Administrative Assistant to work in Miami, FL. 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. 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. The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 3 years of relevant experience
Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands (Learning Agility)
Ability to work collaboratively with others and contribute to a team environment (Teamwork)
Skilled in using office software, technology, and relevant computer applications (Technical Proficiency)
Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders (Communication)

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.
Provide Administrative support to the department Faculty and Vice Chair as needed with day-to-day tasks (Managing calendar, scheduling meetings, taking minutes, travel arrangements, reserving conference rooms, etc.)
Provide Administrative Support to NRS Management with departmental admin functions as needed
Assist with preparation of special projects and or reports: (Press Ganey, KYRUUS, and Power BI scorecards, United Way)
Responsible for ON CALL monthly entries and provide monthly reviews for Qgenda & Amcom
Updating data entry to AMCOM and Q-Genda as needed
Responsible for updating the Inventory logs and ordering of office supplies
Assist and serve as key contact for surplus, IT, Telecomm, CANON and facilities as needed
Supports department and/or department leadership with daily clerical tasks and/or special projects
Responsible for completing medical forms such as (Medical orders, FMLA, Home Health, patient letters, etc.)
Responsible for processing reimbursements and reconciling of charges when needed
Assist with front desk reception and NICE system call coverage when needed
Serve as back up to the department Administrative/Executive Assistants when needed
Assist with the development of special projects and or events as needed in the department
Assist with boarding requirements specific to the UMH/JMH
Assist Providers with UM & JMH recredentialing/reappointments
Training new hires with overall administrative functions
Assist with any other tasks as determined necessary