Sr Administrative Assistant

Sr. Administrative Assistant

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

• 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

• 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.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.