Executive Assistant

Current Employees:

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Accountabilities as Executive Assistant (For Non-exempt Employees Include Percent of Effort):

The Executive Assistant is accountable for duties below:

• Report to and support top-level leadership (Executive Director and above) and their department(s) with high-level executive support.
• Act as executive liaison and advise others of the executive's activities and views on policies or issues, using judgment and discretion.
• Manage executive's calendar and approve/decline meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
• Prioritize meetings for executive to include the rescheduling and/or cancellation of other high-level meetings.
• Manage executive's travel arrangements and budget.
• Independently create memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.
• Ensure executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
• Use independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive.
• Prioritize and manage multiple projects and/or special assignments championed by the executive.
• Lead the planning of annual or ad-hoc special events.
• Train and supervise lower-level clerical staff as needed.
• Adhere to University and unit-level policies and procedures and safeguards University assets.

Additionally, the Executive Assistant is responsible for:

Supporting the Executive Director, Patient Access and all his/her assigned locations (including satellite locations). Managing day to day operations of the office and resolve office infrastructure problems and staff issues to minimize their escalation.

Assisting with Human Resources functions for the department using WorkDay and other process formats:

Recruitment, position requests/drafting of justifications, coordinate career fairs, promotions, reclassifications, and onboarding of new hires.

Assists in supervising exempt and non-exempt employees, including hiring, training, evaluating, disciplining, and terminating. Monitors employees' time, i.e., sick, overtime, vacation.

Assists in evaluating employees on performance at least once a year and twice, if necessary, during the probationary period (new employee).

Delegate authority as necessary.

Motivate employees through use of positive reinforcement and recognition of employee problems with efforts to resolve these problems.

Investigate inquiries made by: Faculty, Administration and Department Directors, providing prompt feedback.

Optimizing division/department processes as warranted.

Executing special projects and events as requested.

Assisting in overseeing staff electronic timesheet for absences and overtime. Compiling and presenting these data to Executive Director, Director and managers for use in planning and designing new policies. Preparing cost analysis to decrease expenses and improve performance. Approving staff time for payroll.

Coordinating payroll-related activities including leave of absence, annual performance appraisals, salary matters, etc. Preparing and coordinate annual evaluation packets for appraisal by unit supervisors and managers, log in performance data for Executive Director's review.

Interpreting requests having to do with the department, and implements appropriate action, in a variety of areas including patient dissatisfaction.

Coordinating and conducts leadership meetings in the department. Manages all aspects of department meetings and trainings, including drafting of In-services.

Act as liaison between meeting planners and executive director.

Make decisions in accordance with timelines, budget restraints and conference tone/style.

Identifying office needs and liaise with Procurement Department for the purchase of equipment, materials and supplies. Maintaining a computer and printer inventory database for control and cost reduction. Ensure proper maintenance of office equipment.

Assisting Executive Director, Director in drafting the department annual capital budget for presentation to senior administrators. Monitoring monthly accounts payable balances, labor distribution and encumbrances, telecommunication expenses and other purchases. Reconcile standing purchase orders and increase allocated amounts as necessary.

Managing department's educational database ensuring compliance for The Joint Commission and other accreditation standards. Manage staff attendance at mandated in-services.

Implementing in conjunction with annual goals and objectives set for Managers and supervisors a plan for scheduling professional development training and/or arrange for special outside training for staff.

Monitoring department policies and procedures manuals ensure that they are reviewed and approved by the Executive Director, and that employees are knowledgeable of their content.

Maintaining a system for control and tracking status of units' projects, minutes of meetings. Document staff suggestions in a spreadsheet and distribute to Executive Director,Director,Managers and Supervisors for action.

Investigating and address customer complaints in an expeditious, appropriate and timely manner with minimal involvement of Executive Director. Loging in all complaints in a spreadsheet for Director's perusal and follow up with appropriate parties until resolved.

Preparing KPIs Report and other financial reports in conjunction for presentation to senior administrators.

Serving as liaison between unit supervisors and managers. This may involve updating and distribution of new policies, scheduling of new training and creating/updating workflows. Acting as liaison between Patient Access and other University departments and faculty.

Participating in special assignments/projects as directed by the Executive Director, or Director; and perform other related duties as assigned.

Working weekends and after hours as needed by department.

Accountabilities as Patient Access Back-Up:

Main Cashier/Bookkeeper

Serve as a back up to the main cashier/bookeeper to oversee the daily operations of the main cashier office including monitoring of staff compliance with all established policies and procedures related to cash funds and bank deposits in accordance with all internal and external audit guidelines.

Informs management of cashier posting errors, resolution of errors and provides documentation for record keeping, identification of training needs and evaluation purposes.

Prepares and distributes cashier change fund bags and obtains written acknowledgement of receipt from each cashier.

Prepares bank deposit for armor truck pick up by logging all deposit bags turned in by each cashier ensuring that numbers are correct.

Prepares all required documents for the Accounting department as per established policies and procedures.

Patient Access

Serves as a backup supervisor, patient access representative, customer service representative and covers the Information Desks.

Coordinate scheduling of all walk in, add on, and follow up appointments in accordance with established guidelines and in multiple systems, i.e. UChart Cadence/Prelude/Enterprise Billing, Optime, and Radiant.

Perform all on-site patient access registration related functions promptly without compromising patient safety, quality, service levels, and reimbursement.

Identify and collect patient's self-pay responsibility including co-pays, deductibles, co-insurances, self- pay discount rates, global packages, and previous outstanding balances for both technical and professional components in POS 11 and 22 clinics thereby playing a key role in reducing AR, Bad Debt, and Collection Costs by collecting patient's financial responsibility upfront.

Provide upfront financial counseling services at time of check-in including identifying alternate funding resources and establishing payment plans.

Coordinate discharge process including identification and collection of additional self-pay charges, prompt scheduling of all follow up appointments, procedures, diagnostic testing, etc., appointment status update, voucher/facility fee reconciliation, and After Visit Summary (AVS).

Update communication boards in all registration areas.

Troubleshoot label and armband printer issues in all registration areas and assists with equipment loaner exchanges

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.

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 time

Employee Type:

Staff

Pay Grade:

H9

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