Secretary-Inpatient Unit - Sylvester

University of Miami; United States; On-site; USD 25,000 - 36,000; Part time

Benefits offered by this job

Medical benefits

Dental benefits

Tuition remission

Job summary

University of Miami is seeking an administrative assistant to provide key office support within the department. The role includes greeting staff and visitors, answering calls, scheduling appointments, coordinating meetings and travel, and maintaining essential records and inventories.

The position requires strong communication, discretion with confidential information, and proficiency in Microsoft Office. It offers a part-time schedule with comprehensive benefits.

Qualifications

• High school diploma or equivalent is required.
• Minimum 1 year of relevant experience.
• Proficient with Microsoft Office and able to handle confidential information.

Responsibilities

• Answers telephone, screens and routes calls, and records messages.
• Greets staff and visitors and manages appointment calendars.
• Schedules appointments and coordinates meetings and travel as needed.
• Maintains department records, budgets and inventory data.
• Orders supplies and ensures office operations run smoothly.
• Performs other duties as assigned.

Skills

Communication

Problem solving

Discretion

Record keeping

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

CORE JOB FUNCTIONS:

• Answers telephone, screens and routes calls to appropriate destination, recording accurate messages when necessary.
• Greets staff and visitors, and announces arrival to appropriate staff.
• Performs administrative tasks such as filing, typing, and copying documents.
• Schedules appointments and ensures the office calendar up-to-date.
• Arranges meetings, to include any required catering needs for the meeting, and handles travel arrangements.
• Provides general information about department operations.
• Compiles information in order to assist department leadership in managing the budget and inventory.
• Orders supplies for the department as needed.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions:

• Completes NICE Call Center training.
• Completes Uchart Ambulatory scheduling training.
• Knowledge of the various systems: Uchart, UImaging and TEAMS app if applicable
• Adheres to NICE Call Center schedule and assures calls are handled in a timely manner.
• Answers telephone in a professional and diligent manner, returns calls and follows up accordingly
• Manages and schedules the following: Clinic/telehealth follow ups, new and existing infusions
• Completes provider requests to schedule an established patient promptly and reply when task is completed.
• Able to convert appointment to TH or in-person visits
• Assists with scheduling NEW patient appointments by referring to UConnect team
• Communicates with Uconnect when requesting to open new schedule slots.
• Documents any scheduling or re-scheduling information in the patient medical record.
• Sends Uchart message to patients when requesting copy of appointment.
• Able to communicate with patients via UChart as per protocol.
• Triages patients’ phone calls and routes messages to clinical care providers as deemed appropriate
• Communicates with RNs and providers when needed regarding patient care or concern.
• Manages in-basket requests
• Manages e-faxes and scans them into appropriate patient chart
• Request and obtain prior authorizations for diagnostic testing and labs as indicated.
• Obtains medical records as per MD requests.
• Acts as an intermediary to facilitate services as needed with other departments to coordinate appointments and diagnostic testing appointments
• Maintains data in spreadsheets to keep track of patients’ continuum of care
• Takes inventory of office supplies and submits list of necessary items that need to be ordered to the supervisor.
• Practices universal precautions per policy.
• Handles all emergencies adhering to hospital policy in a timely and competent manner always putting patient’s safety and well-being first.
• Flexible work schedules will apply and will be based on operations.
• Reports broken equipment and enters work orders for repair.
• Attends staff meetings and in-services
• Covers peers when assigned
• Performs other duties as assigned
• 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
• Experience: Minimum 1 year of relevant experience
• Knowledge, Skills and Attitudes: Ability to accurately prepare and maintain records, files, reports and correspondence
• Ability to communicate effectively in both oral and written form
• Ability to recognize, analyze and solve a variety of problems
• Ability to process and handle confidential information with discretion
• Proficiency in computer software (i.e. Microsoft Office)

The 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: Part time Employee Type: Staff

The 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 welcome.miami.edu/about-um 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.

With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.