Sr. Administrative Assistant

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The University of Miami/UHealth Department of Otolaryngology is currently seeking a full time Sr. Administrative Assistant to work in Miami, FL. The Sr. Administrative Assistant (H) 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 required

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)

Department specific functions

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

• Uploads CME Credits into CE-broker

• Complete Reimbursement

• Strategically multi-task a variety of demanding issues.

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

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

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

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

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

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

• Obtains Authorization for outside facility Testing

• Completes Reimbursements

• Open and distribute mail

• Submit PLR’s for Providers’ time off

• Confirm clinical appointment

• Update faculty CV

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

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

• Reschedule patient appointments

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

• Complete Yearly Membership Renew (Example: AAHSO)

• Screen and triage telephone calls from patients and properly document them in UChart