Administrative Assistant, Virtual Eye Care

1 month ago

Miami, Florida, United States UOMUOMUS Full time
Current Employees:

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.

** Please note this position is On-Site and not Virtual **

The University of Miami has an exciting opportunity for an Administrative Assistant (On-Site) with Bascom Palmer Eye Institute in the Department of Virtual Care.

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 JOB SUMMARY

The Administrative Assistant (On-Site) 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.
  • 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.

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 / Associates Degree preferred

Certification and Licensing: N/A

Experience: Minimum 1 year of relevant experience / 3 years of relevant experience preferred

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).

Department Specific Functions

The Virtual Care Administrative Assistant supports and reports to the Virtual Care team. Provides administrative and logistical support including meeting coordination, documentation, and meeting notes. Prepares action plans detailing available resources and timeframes budgets.

  • Under the direction of the Executive Director, Virtual Care, coordinates, the business operations for the department.
    • Identifies resources required to complete each initiative.
    • Documents and monitors project plans, files and timelines to successfully complete projects, programs, and clinics.
    • Reviews project schedules with leadership and other staff.
    • Creates a communication schedule to update stakeholders on the progress of projects.
    • Prepares presentations for leadership review
  • Collects and collates information to assist with preparation of annual budget, in accordance with University guidelines and policies.
  • Oversees the maintenance of established supply levels in unit and supply rooms.
  • Serves as department main point of contact.
  • Develops program communications and promotional literature for distribution, including newsletters, brochures, and flyers.
  • Maintains patient confidentiality as well as the confidentiality of hospital business information.
  • Adheres to University and unit-level policies and procedures and safeguards University assets.

Education: Associate degree preferred.

Experience: Minimum 3 years of relevant experience in a healthcare setting

Knowledge, Skills, and Attitudes:

  • Familiar with office management principles
  • Digital Mindset
  • Focus on Patient-Centered Value-Based healthcare
  • Superior customer service skills
  • Ability to understand and follow instructions.
  • Ability to maintain effective interpersonal relationships, both in-person and online
  • Ability to communicate effectively on camera (live video) and establishing empathy
  • Ability to communicate effectively in both oral and written form.
  • Ability to handle difficult and stressful situations with professional composure.
  • Knowledge and skilled in the use of video-conferencing technologies
  • Ability to lead, motivate, develop, and train others online
  • Proficiency in computer software (i.e. Microsoft Office).

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:

H4

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