Administrative Assistant

University of Miami; Coral Gables (FL); On-site; USD 40,000 - 48,000; Full time

Job summary

The University of Miami in Miami, FL is seeking a full-time Administrative Assistant to join the Department of Orthopaedics Sports Medicine. The role supports daily clerical tasks and office operations to enable smooth clinical scheduling and communications.

Responsibilities include scheduling, data entry, file management, travel arrangements, and correspondence with patients and staff, while upholding university policies and professional service standards.

Qualifications

• Learning agility to adapt to procedures and priorities.
• Strong teamwork and collaboration with staff.
• Proficient use of office software and tools.
• Clear written and verbal communication with stakeholders.

Responsibilities

• Supports department leadership with daily clerical tasks.
• Prepares basic reports, charts, and presentation materials.
• Responds to routine inquiries with standard correspondence.
• Plans meetings and takes detailed minutes when needed.
• Answers calls and directs callers to appropriate staff.
• Schedules appointments and keeps calendars updated.
• Arranges travel for department leadership and staff.
• Types correspondence and creates spreadsheets/presentations.
• Greets visitors and provides general office support.
• Maintains department filing system and records.
• Adheres to university policies and protects assets.

Skills

Learning Agility

Teamwork

Technical Proficiency

Communication

Education

High School Diploma or equivalent

Job description

**Current Employees:**If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this .**Department Specific Functions**• Is responsible for assisting 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. • Is responsible for scheduling, rescheduling and cancelling clinic appointments as required per provider/administrator request following the proper process. • Is responsible for monitoring access to new appointments and management of any waiting lists for appointments. • Is responsible for managing 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 scheduled to maximize time and manage capacity • Whether on the phone or in person, treats all patients, co-workers internal customers with dignity and professionalism • Maintains professional relationships with all physicians • Works to establish and maintain good working relationships with fellow employees • Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice • Follows instructions of and assists supervisory staff as required 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.#ED-LI1The 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.**Job Status:**Full time**Employee Type:**StaffThe Department of Ortho Sports Medicine is currently seeking a full time Administrative Assistant to work in Miami, FL. The 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** 1. Supports department and/or department leadership with daily clerical tasks. 2. Prepares basic reports, charts, budgets and other presentation materials. 3. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging. 4. Plans meetings and takes detailed minutes, as needed. 5. Answers phone calls, provides information to callers or connects callers to appropriate staff. 6. Schedules appointments and updates calendars. 7. Makes travel arrangements and reservations for department leadership and staff, as needed. 8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations. 9. Greets and provides general support to visitors. 10. Develops and maintains department filing system. 11. 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. **CORE QUALIFICATIONS** Education: High School Diploma or equivalent/relevant experience, certification or license Experience: Minimum 1 year of relevant experience required Knowledge, Skills and Abilities:* 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.• Provides coverage for responsibilities of co-workers when assigned or as need arisesThe 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 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.