Sr. Administrative Assistant

Current Employees:

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The Department of Otolaryngology is currently seeking a full time Sr. Administrative Assistant to work in Miami, FL. The Sr. 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                                                                                                           
1.    Supports department and/or department leadership with daily clerical tasks.
2.    Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
3.    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.
4.    Plans meetings and takes detailed minutes, as needed.
5.    Answers phone calls, provides information to callers or connects callers to appropriate staff.
6.    Schedules appointments and updates calendars.
7.    Makes travel arrangements and reservations for department leadership and staff, as needed.
8.    Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
9.    Greets and provides general support to visitors.
10.    Develops and maintains department filing system.
11.    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 required

Experience:

Minimum 3 years of relevant experience

Department Specific Functions

1.Completes Faculty Credentialing Renews, Medical License Renews, DEA Renews and all necessary licensing renewals

2. Uploads CME Credits into CE-broker

3. Complete Reimbursement

4. Strategically multi-task a variety of demanding issues.

5. Experience with office management and productivity technologies (Excel, Microsoft, etc.)

6. Prepare documents, agendas, letters, reports, slides and demonstrations.

7. Manage and scan all outside records into system prior to clinic date

8. Manage and scan all outside results into system and advice provider via UChart

9. Develops detailed meeting minutes, documents, and agendas for staff meetings and other meetings requested.

10. Monitors progress and follows-through on projects to successful completion.

11. Obtains Authorization for outside facility Testing

12. Completes Reimbursements

13. Open and distribute mail

14. Submit PLR’s for Providers’ time off

15. Confirm clinical appointment

16. Update faculty CV

17. Prepares financial forms (IDR, Expense reports, POs, workorders, check requisitions, etc. department)

18. Complete FMLA forms and/or provide letters for patients as needed

19. Reschedule patient appointments

20. Cover main switchboard operator within the department and other secretaries as needed.

21. Complete Yearly Membership Renew (Example: AAHSO)

22. Screen and triage telephone calls from patients and properly document them in UChart for physicians, fellows, nurses or surgical coordinator to return phone calls

23. Patient recovery. Ensure patients that have had conflicts in making appointments or in clinic are managed effectively for their follow up appointments24. Schedule all meetings and Depositions

25. Maintain your UChart in-basket

Knowledge, Skills and Attitudes: