Sr Administrative Assistant

University of Miami; Coral Gables (FL); Hybrid; USD 42,000 - 64,000; Full time

Job summary

The University of Miami/UHealth Department of Sports Medicine in Coral Gables, FL invites applications for a full-time Sr. Administrative Assistant to support department leadership with clerical tasks, data reports, scheduling, travel arrangements, and meeting coordination.

The role requires at least a high school diploma and 3 years of relevant experience. The incumbent will manage confidential information, filing, communications, patient-related workflows, and visitor support while upholding

Qualifications

• High School Diploma or equivalent; 3 years of relevant experience required.

Responsibilities

• Supports department and leadership with daily clerical tasks.
• Collects, reviews, analyzes 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 for department leadership and staff as needed.
• Composes and types correspondence; creates spreadsheets and presentations.
• Greets visitors and provides general support.
• Develops and maintains department filing system.
• Adheres to University and unit-level policies and safeguards University assets.

Skills

Clerical tasks

Scheduling

Data review and reporting

Education

High School Diploma or equivalent/relevant experience

Job description

The University of Miami/UHealth Department of Sports Medicine has an exciting opportunity for a full time Sr. Administrative Assistant to work in Coral Gables, FL.

CORE JOB FUNCTIONS

• 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.

CORE QUALIFICATIONS

High School Diploma or equivalent/relevant experience, certification or license Minimum 3 years of relevant experience required

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 schedule to maximize time and manage capacity Whether on the phone or in person, treats all patients, co-workers internal customers with dignity and professionalism Assists in the organization of events such as fellowship interviews, monthly meetings, and research day(s) Works to establish and maintain good working relationships with fellow employees and maintains professional relationships with all physicians Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice Provides coverage for responsibilities of co-workers when assigned or as need arises Follows instructions of and assists supervisory staff as 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. #ED-LI1 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: Full 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.