Sr. Administrative Assistant

University of Miami•Miami, FL

1d•Onsite

About The Position

The UHealth System at the University of Miami has an exciting opportunity for a full time Sr. Administrative Assistant in the Radiation Oncology Department at the Sylvester Comprehensive Cancer Center in Miami. This role provides administrative support, coordinates the daily functions, projects and activities for the Radiation Oncology Department Faculty, Administrators, and members of the leadership team. The position involves establishing objectives and timelines, determining priorities, managing time, monitoring progress, and problem-solving. The Sr. Administrative Assistant prepares correspondence on behalf of the department, including prioritizing correspondence and messages for review, and prepares appropriate reference and background research materials for participation in meetings and conferences. This role also serves as a liaison with various business associates within and outside the University for the day-to-day management of the Faculty, Administrators, and leadership team, requiring information and data gathering and prompt responsiveness.

Requirements

High school diploma or equivalent.
Minimum of five years of progressive secretarial experience in a medical setting.
Proficient in Microsoft Word, Outlook, Excel, and PowerPoint.
Excellent communication skills.
Personable.
Ability to work on an independent basis.
Knowledge of routine office practices and procedures.
Knowledge of simple data processing and transmission principles.
Ability to utilize computerized information systems.
Ability to read and decipher data on source documents to be entered.
Ability to enter and verify information with accuracy and a reasonable rate of speed.
Ability to understand and follow oral and written instructions.
Skill in data entry or typing.

Nice To Haves

Bachelor’s degree preferred.
Bilingual (English/Spanish) preferred.

Responsibilities

Provides administrative support, coordinates the daily functions, projects and activities for the Radiation Oncology Department Faculty, Administrators, and member of the leadership team.
Establishes objectives and timelines; determining priorities, managing time, monitoring progress; problem-solving.
Prepares correspondence on behalf of the department, including prioritizing correspondence and messages for review, prepares appropriate reference and background research materials for participation in meetings and conferences.
Assumes responsibility for and serves as the liaison with various business associates within and outside the University the day-to-day management for the Faculty, Administrators, and member of the leadership team; this often requires information and data gathering and prompt responsiveness.
Assists the Division Chief of Biology and the Biology Division Faculty.
Prepares and processes outgoing correspondence.
Coordinates University and external University-related activities.
Establishes and maintains filing system.
Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.
Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
Ensures completed work products meet required timelines and standards of quality and quantity.
Completes assignments requiring the collection, and organization of data; may provide analysis.
Serves as a primary information resource regarding department and program policies, procedures, and operational functions.
Maintains calendar, word processing of documents, letters, and/or reports, provides routine and general clerical support or medical-related administrative assistant support which may include patient care, student service, reports, statistics, and recording minutes at several meetings.
Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals.
Orders office supplies.
Composes correspondence using standardized formats.
Prepares financial forms (IDRs, BERFs, POs, work orders, check requisitions, etc., for department).
Resolves unique situations where each contact must be handled differently using judgment discretion.
Provides administrative support for the faculty and Division Chief: scheduling and coordination of their calendars to include daily functions, special events, interviews, professional meeting, lectures, off campus conferences, coordinating travel arrangements for numerous yearly conferences, departmental meetings and reimbursements.
Manages and coordinates the Division Chief’s University-related daily administrative activities and appointment schedules. Efficiently coordinates Faculty’s calendar.
Responsible for submitting vacation and meeting request for approval. Coordinates and processes meeting and conference requests to include travel arrangements for the Biology Division Faculty (registration, booking hotel and flight). Prepares and processes business expense reimbursement forms.
Responsible for the accounting of the monthly absence report documentation for the department.
Provides cross-coverage for all administrative assistants as needed during their absence.
Performs miscellaneous office tasks to include: transcribing letters; route correspondence; photocopy; and handling incoming/outgoing telephone inquiries; handling of faculty daily mail.
Acts as a liaison for faculty to facilitate communication with University personnel, clinical, academic and support staff, visitors and other callers. Identifies problems, accesses urgency and proposes corrective actions.
Transcribes, composes and processes routine patient related and administrative correspondence for physicians and leadership team’s review and approval.
Screens incoming telephone calls. Follow-up as needed.
Screens and distributes incoming correspondence. Maintains control of correspondence that requires follow-up. Distributes and processes accordingly.
Screens and distributes incoming faxes. Follow-up as needed.