Senior Administrative Assistant - Pediatrics

University of Miami; Miami (FL); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Competitive salaries

Comprehensive benefits package including medical, dental, tuition remission

Job summary

Uloop Inc. is seeking a Full-Time Sr. Administrative Assistant in Miami, Florida to support the Department of Pediatrics, Cardiology. This role requires a high school diploma and a minimum of 3 years of relevant experience in administrative tasks.

The successful candidate will manage clerical duties, collect and analyze data, and coordinate project management initiatives among various stakeholders. A competitive salary and comprehensive benefits package are offered.

Qualifications

• Minimum 3 years of relevant experience.
• Ability to prepare and maintain records and files.
• Ability to handle confidential information.

Responsibilities

• Support department leadership with clerical tasks.
• Collect and analyze confidential data for reports.
• Plan meetings and take detailed minutes.

Skills

Office procedures

Communication skills

Interpersonal skills

Attention to detail

Microsoft Office proficiency

Education

High school diploma or equivalent

Job description

Full-Time Sr. Administrative Assistant, Department of Pediatrics, Cardiology

Core Responsibilities

• Support department and/or department leadership with daily clerical tasks.
• Collect, review, and analyze complex and/or confidential data and prepare reports, charts, budgets, and other presentation materials.
• Respond to or route non-routine, priority, or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
• Plan meetings and take detailed minutes as needed.
• Answer phone calls, provide information to callers, or connect callers to appropriate staff.
• Schedule appointments and update calendars.
• Make travel arrangements and reservations for department leadership and staff as needed.
• Compose and type correspondence, such as informative materials; create spreadsheets and presentations.
• Greet and provide general support to visitors.
• Develop and maintain department filing system.
• Adhere to University and unit-level policies and procedures and safeguard University assets.

Department Specific Functions

• Project Management, including lead organizational and support roles for various initiatives.
• Assist with restricting and creating a dedicated Cardiac ICU, involving reassigning and hiring new personnel and coordinating subprojects across multiple disciplines (surgery, ICU, nursing, admin).
• Serve as point administrator for organizing meetings, tracking progress, and facilitating communication between parties.
• Assist in growing the Division's referral base from community cardiologists.
• Communicate with office staff, assist with insurance, and facilitate communication between MDs, parents/patients, and the clinical team.
• Get clinical data and imaging studies into the system and prepare them for the clinical team.
• Revamp MD scheduling system for better access and track on‑call time and work resources using the AMION platform, including scheduling for cardiology MDs, APPs, CICU MDs, and fellows.
• Collect and manage data related to the Heart Center program activities and help organize and track clinical data metrics for program reporting requirements.
• Work with clinicians in different roles and disciplines to develop a robust data infrastructure.
• Collaborate with executive assistants from JHS and UM admin, as well as CV surgery, Adult ICU, and Cardiology, ICU, nursing, etc.
• Develop and maintain a Cardiology database to track volume activity by integrating case discussions, procedural, and billing data from both UM and JHS.
• Provide admin support for an expanded number of MDs.
• Primary Administrative Assistant to Division Chief; provide administrative and project support for all Cardiology faculty, including the Cardiac ICU faculty.
• Support additional impending faculty recruits such as ECHO and Fetal cardiology directors, and the Cardiac ICU Associate Director and Invasive EP MD.
• Assist with scheduling needs for interventional Cath, EP, and Special Imaging in Radiology.
• Support Cardiology's research activity.

Core Qualifications

• 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.
• Effective oral and written communication skills.
• Strong interpersonal relationship skills.
• Ability to handle confidential information with discretion.
• Attention to detail and accuracy in assignments.
• Proficiency in computer software (i.e., Microsoft Office).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Benefits

• Competitive salaries.
• Comprehensive benefits package including medical, dental, tuition remission, and more.

Job Status: Full Time
Employee Type: Staff
Pay Grade: H5

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