Sr Administrative Assistant

Current Employees:

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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. The Sr. Administrative Assistant 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

1. Supports department and/or department leadership with daily clerical tasks.

2. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.

3. 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.

4. Plans meetings and takes detailed minutes, as needed.

5. Answers phone calls, provides information to callers or connects callers to appropriate staff.

6. Schedules appointments and updates calendars.

7. Makes travel arrangements and reservations for department leadership and staff, as needed.

8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.

9. Greets and provides general support to visitors.

10. Develops and maintains department filing system.

11. 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 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.

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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