Sr Administrative Assistant

University of Miami•Coral Gables, FL

6d•Onsite

About The Position

The University of Miami/UHealth Department of Sports Medicine has an exciting opportunity for a full-time Sr. Administrative Assistant to work in Coral Gables, 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 role is responsible for assisting the department in managing expectations surrounding pre and post patient care, triaging patient telephone calls, scheduling, rescheduling, and cancelling clinic appointments, monitoring access to new appointments and management of any waiting lists, and managing the UChart In basket messages as assigned. The position also involves obtaining or reviewing patient demographic and insurance information, accurately recording data, maintaining necessary records, acquiring materials for patient visits, answering telephone calls professionally, communicating with patients regarding schedule delays, and completing physician’s orders/requests accurately. The Sr. Administrative Assistant will proactively work physicians' clinical schedules to maximize time and manage capacity, treat all patients and co-workers with dignity and professionalism, assist in the organization of events, and establish and maintain good working relationships with fellow employees and physicians. The role requires working cooperatively to solve problems and enhance the smooth and efficient flow of the practice, and providing coverage for co-workers when needed. The Sr. Administrative Assistant will follow instructions of and assist supervisory staff as required.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 3 years 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.
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.
Assists 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.
Schedules, reschedules, and cancels clinic appointments as required per provider/administrator request following the proper process.
Monitors access to new appointments and management of any waiting lists for appointments.
Manages 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 schedule to maximize time and manage capacity.
Treats all patients, co-workers internal customers with dignity and professionalism, whether on the phone or in person.
Assists in the organization of events such as fellowship interviews, monthly meetings, and research day(s).
Works to establish and maintain good working relationships with fellow employees and maintains professional relationships with all physicians.
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.