Sr. Administrative Assistant (H)

University of Miami • Miami, FL

20h • 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.

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)

Nice To Haves

• 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.
• Ability to strategically multi-task a variety of competing deadlines and requests
• Completes Faculty Credentialing Renews, Medical License Renews, DEA Renews and all necessary licensing renewals
• Uploads CME Credits into CE-broker
• Completes Reimbursements
• Experience with office management and productivity technologies (Excel, Microsoft, etc.)
• 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

Benefits

• medical
• dental
• tuition remission

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED