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Sr. Administrative Assistant

2 months 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.

The University of Miami and the Division of Pulmonary, Critical Care, & Sleep Medicine, within the Department of Medicine, is offering an exciting opportunity for a Sr Administrative Assistant. This position primarily exercises discretion and independent judgement in daily activities with guidance from divisional leadership. This position will assist the Division Chief(s) and Administrators in all duties associated with the division's activities. The Sr. Administrative Assistant will maintain calendars, type/compose correspondence, order office supplies, prepare financial forms (e.g. IDRs, BERFs, work orders, POs and check requisitions), answer telephones, take messages, transfer calls, greet visitors, answer routine questions, and direct visitors according to their needs.

The Sr. Administrative Assistant will also be responsible for providing clinical secretarial support to staff and faculty to facilitate the prompt resolution of problems that arise in daily clinical operations, as these pertain to pre and post patient care specifically prescription refills, diagnostic medical equipment requests and prior authorizations. The Sr. Administrative Assistant may also need to monitor, reconciles, assists with travel and/or purchasing documentation, as well as for complete assignments requiring the collection, and organization of data, and may provide analysis on a needed basis. Other day to day tasks included are: appointment scheduling, data entry, prescription authorizations, and ambulatory authorization, answering/triaging telephone calls, transferring/relaying messages to appropriate individuals, responding to inquiries, and directs them to the appropriate persons according to their needs.

The Sr. Administrative Assistant will perform a variety of clinical and clerical duties to assist with the business functions of the division. The duties and responsibilities for this position may include, but are not limited to:

1.Learn and understand the core clinical, research, and business functions of the division.

2. Assist Administrator with preparation of advisory meetings, annual symposium, divisional leadership meetings and task as directed.

3.Distribute announcements of funding and educational opportunities under the direction of the Administrator.

4.Coordinate divisional events including advertisements, room reservations, catering, agendas and travel arrangements for all guests.

5. Process all related purchases, reimbursements and other university forms, travel and supply orders as directed by administration.

6. Assist with the orientation of volunteers, students and interns working in the division.

7.Assist administration with the day to day calendar updates, meeting arrangements, travel arrangements, credentialing, reimbursements, CV updates and other needs as required.

8.Assist in monitoring UChart in-basket messages, and email correspondence.

9.Assist with completion of forms for home healthcare agencies, diagnostic medical device companies, specialty pharmacy, and other forms as needed.

10.Process and follow up with Prior Authorizations for prescriptions, admissions, and other ambulatory exams as needed.

11.Provide supplementary support to physicians, clinical activities, business services, student services, and daily business operation for the division.

12.Coordinates special events, small conferences, and lectures series for the division.

13.Initiates travel arrangements and processes reimbursements for travel, licenses, conference registrations, and other business related functions.

14.Performs complex assignments and resolves issues and problems referred by staff or supervisor with accuracy.

15.Resolves unique situations where each contact must be handled differently using judgment and discretion.

16.Schedules patients for tests and completes required forms for lab work and performable orders.

17.Manages patient request with oversight from a physician and/or certified clinician.

18.Escorts and transports visitors to various hospital locations.

19.Orders stock and inventory supplies.

20.Performs other related duties as assigned.

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 Requirements:

High school diploma or equivalent. Bachelor's Degree preferred

Minimum of five years of related work experience with progressive responsibilities.

Knowledge, Skills and Attitudes:

  • Strong conflict management and resolution skills
  • Excellent organizational skills with the ability to manage many competing timetables and responsibilities Courteous, service oriented, professional demeanor. Skilled in data entry and typing.
  • Outstanding interpersonal skills, ability to handle and resolve sensitive human resources issues
  • Ability to plan for the timely and successful completion of short- and long-term objectives
  • Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including administration, faculty, patients, and support staff.
  • Able to communicate information in written, electronic, oral and presentation formats
  • Requires the ability to work independently and to accept responsibility for complex and sensitive decision-making
  • Interpersonal relationship skills needed to motivate staff and physicians in a positive and collegial fashion
  • Ability to establish and maintain effective working relationships with patients and clinic staff.
  • Data Entry and Database Management, strong Microsoft and Adobe Applications, and Basic mathematical knowledge

Any appropriate combination of relevant education, experience and/or certifications may be considered.

#LI-EL1

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:

H5