Sr. Administrative Assistant - Pediatrics

Sr. Administrative Assistant

The University of Miami Health System, "UHealth", Department of Pediatrics, Cardiology has an exciting opportunity for a Full-Time Sr. Administrative Assistant to work in Miami. 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 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.

Department Specific Functions:

• Project Management to include lead organizational and support roles for various initiatives.
• Assisting with restricting and creating dedicated Cardiac ICU, which involves reassigning and hiring new personnel as well as working through subprojects involving multiple disciplines (surgery, ICU, nursing, admin).
• Will be a point administrator for organizing meetings, tracking progress, and facilitating communication between parties.
• Assist in growing the Division's referral base from community cardiologists.
• Communicating with office staff, helping with insurance, facilitating communication between MDs and parents/patients with our clinical team.
• Getting clinical data and imaging studies into our system and ready for the clinical team.
• Revamp MD scheduling system for better access as well as tracking on call time and work resources, utilizing the AMION platform.
• Data Collection and Management related to Heart Center program activities as well as helping to organize and help track clinical data metrics necessary for our program's reporting requirements.
• Work with clinicians in different roles and from different disciplines to meet our common needs for a sound data infrastructure.
• Liaise with executive assistant from JHS and UM admin as well as CV surgery, Adult ICU and Cardiology, ICU, nursing, etc.
• Developing and maintaining a Cardiology database to track volume activity by integrating case discussions, procedural and billing data from both UM and JHS.
• Admin support for expanded number of MDs
• Primary Administrative Assistant to Division Chief.
• Provide administrative and project support for all Cardiology faculty, including the Cardiac ICU faculty.
• Provide support to additional impending faculty recruits, such as ECHO and Fetal cardiology directors and well as the Cardiac ICU Associate Director and Invasive EP MD.
• Assist with the scheduling needs for interventional Cath, EP, and Special Imaging in Radiology
• Support Cardiology's Research Activity

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 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
• 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)
• Any appropriate combination of relevant education, experience and/or certifications may be considered.