Office Manager

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The University of Miami/UHealth Department of Physical Therapy has an exciting opportunity for a full time Office Manager to work in Doral FL. The Office Manager manages a variety of office functions including but not limited to clerical work data maintenance and department operations. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.

CORE JOB FUNCTIONS
1. Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions.
2. Provides historical reference by defining procedures for retention protection retrieval transfer and disposal of records.
3. Maintains office efficiency by planning and implementing office systems layouts and equipment procurement.
4. Develops and implements office policies by establishing standards and procedures measuring results against standards and making necessary adjustments.
5. Completes operational requirements by scheduling and assigning employees; follows up on work results.
6. Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.
7. Maintains office staff by recruiting selecting orienting and training employees. Evaluates office staff by coaching counseling and disciplining employees; plans monitors and appraises job results.
8. Achieves financial objectives by assisting with the preparation of the budget scheduling expenditures analyzing variances and initiating corrective actions as necessary.
9. Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.

• Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness.
• Organizational Development: Ability to implement strategies to improve organizational effectiveness engagement and manage change.
• Financial Oversight: Knowledge of financial operations and management.
• Team Leadership: Ability to create and maintain a cohesive and productive team environment build positive working relationships and work collaboratively with others.
• Technical Proficiency: Skilled in using office software technology and relevant computer applications.
• Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively.

This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge skills and abilities required for the job.

DEPARTMENT SPECIFIC JOB FUNCTIONS

• Plans and manages office service activities on a daily basis to provide the highest level of customer service to patients.
• May supervise 1-3 staff and 1-3 part-time employees or students.
• Initiates reports/correspondence internally
• Coordinates analyzes and recommends changes of administrative activities and procedures which may include personnel budget preparation and record maintenance.
• Identifies problems and opportunities prepares status summary for supervisor and makes recommendations as appropriate.
• Initiates appropriate follow-up/action when necessary.
• Ensures that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget and works with supervisor to identify alternative sources and/or to request funds.
• Negotiates the purchase of office supplies and equipment and oversees receiving and shipping units for office departments.
• Coordinates all personnel actions and paperwork for the department.
• Ensures compliance with University policies regarding searches (affirmative action deans office etc.); maintains appropriate files and documents; handles correspondence.
• Coordinates meetings compiles files and prepares confidential correspondence.
• Ensures that technical / research personnel are informed of and comply with UM fiscal and personnel policies and procedures.
• Serves as the departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained.
• Coordinates special projects and events on ad hoc basis as assigned.
• Responsible for departmental P-Card purchases.
• Assists with confidential matters.
• Perform secretarial and clerical duties including: scheduling/referrals creating and maintaining patient medical records billing photocopying filing ordering supplies maintain work orders for clinical equipment repair.
• Provides courteous and friendly patient greeting and customer service with every patient entering department and with every phone call according to UHealth Telephone Etiquette guidelines. Maintain front desk and phone coverage during all hours of operation. Retrieves phone messages off answering machine daily passing on messages as necessary in a timely fashion.
• Recognize importance of the outpatient patient scheduling process and facilitate obtaining all necessary information to get patients placed on the schedule for evaluations and all follow up visits.
• Prepares new patient records with referral prescription consent forms insurance verification and complete registration process prior to services being provided.
• Keep sign in sheet for outpatients.
• Maintain patient records according to HIPPA and UMH guidelines.
• Process correspondence requesting patient information determine if request is within the policies of UHealth/UM/HIPPA and the proper release has been completed and signed.
• Identify potential problems within the department accurately reflecting magnitude and participate with director and department team-mates for timely resolution and advise of situations necessitating follow-up.
• Demonstrate an attitude of team-work problem solving and flexibility. Be open-minded and supportive of new ideas and systems for enhanced department efficiency and functioning and work in a collaborative manner.
• Provide staff daily work schedule with updates as necessary.
• Provides daily patient statistical summary including: therapist # of modalities per patient time seeing patients (inpatient and outpatient) and monthly summary within the first two working days of the new month.
• Process all mail and handle necessary correspondence.
• Schedule staff meetings as requested by director.
• Process reimbursements as needed.
• Other duties as assigned.
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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.

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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 Floridas 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. Were the challenge youve 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.

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