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

University of Miami; United States; On-site; USD 52,000 - 72,000; Full time

Job summary

The University of Miami – Bascom Palmer Eye Institute in Miami, FL is seeking a Senior Administrative Assistant (H) to provide comprehensive clerical and office support for the department.

The role requires coordinating schedules, preparing reports, handling confidential information with discretion, arranging travel, taking minutes, and assisting with patient care coordination and communications across staff.

Qualifications

• High school diploma or equivalent.
• Minimum 3 years of relevant experience.
• General knowledge of office procedures and operations.
• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to handle confidential information with discretion.
• Attention to detail and accuracy.
• Proficiency in Microsoft Office.

Responsibilities

• 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.

Skills

Clerical Tasks

Data Analysis

Communication Skills

Interpersonal Skills

Confidentiality

Detail Orientation

Microsoft Office

Education

High school diploma or equivalent

Tools

EMR System

Job description

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here 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 tip sheet. The University of Miami, Bascom Palmer Eye Institute, has an exciting full time job opportunity for a Sr. Administrative Assistant in Miami, Florida. The Sr. Administrative Assistant (H) 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

• 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.

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 3 years of relevant experience Knowledge, Skills and Attitudes: General knowledge of office procedures and operations. Ability to accurately prepare and maintain records, files, reports and correspondence. Ability to communicate effectively in both oral and written form. Ability to maintain effective interpersonal relationships. Ability to process and handle confidential information with discretion. Skill in completing assignments accurately and with attention to detail. Proficiency in computer software (i.e. Microsoft Office).

DEPARTMENT SPECIFIC FUNCTIONS

Primarily responsible for providing support to assigned clinical specialties and providers in effort to ensure the successful coordination of care for patients throughout their journey. Addresses and documents patient inquiries and communications in a timely manner through answering patient phone calls, responding to emails, monitoring EMR inbasket messages and tasks, and escalating/assigning requests as needed to ensure proper resolution. Provides coordination and support to clinical practices, providers, clinical support staff, and patients. Proactively assesses patient volumes and clinic flow among assigned specialties, improves the distribution of patient assignments to promote efficiency, and escalates patient scheduling issues to the clinical logistics team to facilitate optimization of scheduling templates. Assists physicians with clinical activities to resolve any delays and guides patients as needed through each step of their appointment in order to improve the overall patient experience. Reviews provider schedules in advance to ensure patients are scheduled appropriately and all pre-appointment requirements have been completed such as referrals, insurance authorizations for medication and procedures, test orders, etc. Assists in scheduling patients as needed and follows up with patients who cancel, reschedule, or do not show for their appointments to ensure appropriate continuum of care. Uses discretion to determine whether patients need to be seen urgently and expedites the scheduling of appointments with a provider or fellow. Answers patient inquiries regarding medications/prescription refills, reports side effects to provider, and shows good judgment and understanding of the particular problems associated with high risk medications. Manages internal/external referrals and arranges appointments with medical specialists to assist in patient care. Researches and confirms outside physician contact information and requests updates to the Health System provider directory. Assists clinical research coordinators as needed to facilitate care for study patients. Provides ancillary, clerical, or medical related support to providers which may include patient care, clinical activities, student services, reporting/statistics, and other business needs. Assists in assigning Fellows to individual clinics and works with Fellows to assure coverage of patients when faculty are not in clinic. Prepares EMR correspondence for fax transmission or mailing when this cannot be done through EMR and scans documents to EMR Media tab with proper labels on a daily basis. 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.

Compensation and Benefits

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 Details

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.