Administrative Assistant

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The Department of Physical Medicine & Rehabilitation is currently seeking a full-time Administrative Assistant to work in Miami. The 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.

• Prepares basic reports, charts, budgets and other presentation materials.

• Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.

• 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.

• Skill in completing assignments accurately and with attention to detail.

• Proficiency in computer software (i.e. Microsoft Office).

• Managing communications:

• Responding to inbasket messages, emails, faxes, and patient calls

• Provider Time Off

• Scanning medical records into UChart

• Obtain and file authorizations for JHS clinics

• Assisting with scheduling meetings and documentation of meeting (drafting minutes)

• Process expense reimbursements, purchase requisitions

• Submit work orders related to IT, telecommunications, and facilities items

• Maintain digital filing system

• Liaison with other departments for coordination of meetings and documentation of meeting (drafting meetings)

• Process expense reimbursements, purchase card reconciliations, and purchase requisitions for the department

• Assist with completion of internal forms, organizational charts, and drafting of standard operating procedures

• Assist with content updates to department website

• Assist with organization of Grand Rounds, M&Ms, and Journal club lectures

• Assist with residency administrative items, including coordinating continuing education items, organizing interviews, assisting with rotation schedules

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.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent

• Minimum 1 year of relevant experience

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.

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