Senior Administrative Assistant, Ambulatory Surgery
3 weeks ago
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.
The University of Miami has an exciting opportunity for a Senior Administrative Assistant with Bascom Palmer Eye Institute in Miami, Florida. The Senior 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
Education:
High school diploma or equivalent
Certification and Licensing:
Not Applicable
Experience:
Minimum 3 years of relevant experience
Knowledge, Skills and Attitudes:
- 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)
Patient Care Representative (80%)
- Greets patients and visitors, explains surgery process and tracking board, answers routine questions, and maintains waiting room amenities.
- Assists charge nurse, physicians and interdisciplinary teams to provide patients and families with approximate wait time, updates to procedures and track board information.
- Assists charge nurse in the daily workflow of the ambulatory surgical patient by properly updating patient status via tracking board.
- Retrieves, escort patients from waiting room to patient care room, and directs visitors.
- Assists at the greeter desk by registering patients and family information.
- Collaborates with surgery to obtain current information and provides report to the ambulatory team.
- Works closely with patient experience/concierge teams to anticipate patient/family needs.
- Serves as a liaison between departments to maintain excellent patient and customer experience.
- Participates in preoperative and postoperative patient rounding
- Obtains hand off report from early shift patient representative for afterhours rounding.
- Compiles patient experience information and articulates results.
- Places calls to patients informing of next day arrival time to surgery.
- Communicates patient/visitor concerns to unit director or charge nurse.
- Initiates pediatric patient order card and provides copy for pediatrician patients waiting to be seen
- Ensures hospitalist tracking clipboards are readily available.
- Moves patient chairs to appropriate rooms for preoperative patients.
Administrative Assistant (20%)
- Serves as back up department payroll processor, including processing/closing payroll, troubleshooting payroll issues with staff and payroll department. Prepares tardy and absent reports upon request.
- Facilitates information exchange among Surgery, Ambulatory Surgery Unit and 5th Floor Inpatient Units and participates in performance improvement activities.
- Serves as an information resource regarding department and program policies, procedures, and operational functions.
- Procures, maintains, and distributes office supplies and equipment and ensures office equipment functionality.
- Prepares financial forms (IDRs, BEFs, POs, work orders, reimbursements) for the department.
- Enters facility and biomedical engineering work orders/requisitions and maintains tracking tool.
- Assists with staff meeting preparation, agendas and minute taking.
- Assist with setting up audio/visual equipment, conference calls and webinars as requested.
- Ensures completed work products meets required timelines and standards of quality and quantity.
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.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.
Job Status:
Full timeEmployee Type:
StaffPay Grade:
H5-
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