Sr. Administrative Assistant - Full Time - Bascom Palmer Eye Institute- Miami, FL

University of Miami; Miami (FL); On-site; USD 35,000 - 45,000; Full time

Job summary

A leading educational institution in Miami is seeking an experienced Administrative Assistant for the Bascom Palmer Eye Institute. The role provides critical support in clinical specialties, managing daily clerical tasks, coordinating patient care, and ensuring efficient office operations. Candidates should have a high school diploma and at least 1 year of relevant experience, alongside strong communication skills. This position promotes organized, high-quality patient care, fostering a supportive environment within the medical team.

Qualifications

• Minimum 1 year of relevant experience in a similar role.
• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports, and correspondence.

Responsibilities

• Supports department and leadership with daily clerical tasks.
• Prepares reports, charts, budgets and other materials.
• Coordinates patient care by addressing patient inquiries timely.

Skills

Oral and written communication skills

Attention to detail

Office procedures knowledge

Interpersonal relationship management

Discretion in handling confidential information

Proficiency in Microsoft Office

Education

High school diploma or equivalent

Job description

Administrative Assistant - Bascom Palmer Eye Institute- Miami, FL at University of Miami

Full time – Staff position (Pay Grade H4)

Overview

The University of Miami, Bascom Palmer Eye Institute, invites applications for an experienced Administrative Assistant in the Department of Specialty and Physician Support. The role supports clinical specialties, providers, and staff to ensure efficient office operations and high quality patient care.

Core Job Functions

• Supports department and/or leadership with daily clerical tasks.
• Prepares basic reports, charts, budgets and other presentation materials.
• Responds to routine inquiries from external or internal sources with standard correspondence.
• 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.

Department Specific Functions

• Provides support to assigned clinical specialties and providers to coordinate patient care throughout the journey.
• Addresses and documents patient inquiries and communications in a timely manner through phone, email, EMR inbox and task monitoring, escalating as needed.
• Provides coordination and support to clinical practices, providers, clinical support staff, and patients.
• Assesses patient volumes and clinic flow, improves assignment distribution, and escalates scheduling issues to the clinical logistics team.
• Assists physicians with resolving delays and guides patients through appointment steps.
• Reviews provider schedules in advance to confirm appropriate patient appointments and pre‑appointment requirements.
• Assists in scheduling patients, follows up on cancellations or no‑shows to maintain continuum of care.
• Determines patient urgency and expedites scheduling when necessary.
• Answers inquiries regarding medications, prescription refills, reports side effects, and demonstrates judgment with high‑risk medications.
• Manages internal/external referrals and arranges appointments with medical specialists.
• Researches and confirms outside physician contact information and requests updates to the Health System provider directory.
• Assists clinical research coordinators to facilitate care for study patients.
• Provides ancillary, clerical, or medical‑related support to providers, including patient care, clinical activities, student services, reporting/statistics, and other business needs.
• Assists in assigning Fellows to individual clinics and works with Fellows to ensure coverage when faculty are not in clinic.
• Prepares EMR correspondence for fax transmission or mailing; scans documents to EMR media tab with proper labels daily.
• Assists clinical support staff in updating Care Teams in the EMR.
• Promotes patient utilization and understanding of the EMR patient portal for electronic communications, test results, pre‑appointment documentation, etc.

Qualifications

• High school diploma or equivalent.
• Minimum 1 year of relevant experience in a similar role.
• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports, and correspondence.
• Strong oral and written communication skills.
• Ability to maintain effective interpersonal relationships.
• Discretion in handling confidential information.
• Attention to detail and accuracy in assignments.
• Proficiency with computer software, particularly Microsoft Office.

UHealth‑University of Miami Health System, South Florida's only university-based health system, provides leading‑edge patient care powered by groundbreaking research and medical education at the Miller School of Medicine.

The University of Miami is an Equal Opportunity Employer – Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on categories protected by Federal law. Click here for additional information.