Sr. Administrative Assistant (Per-Diem)

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The Surgery department has an exciting opportunity for a Sr. Administrative Assistant (Per-Diem) position. 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                                                                                          

• 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                                                                                        

• High school diploma or equivalent required

• Minimum 3 years of relevant experience

Department Specific Functions

The Sr. Administrative Assistant plays a vital role in supporting the Department of Surgery for the University of Miami. The responsibilities include managing schedules, coordinating appointments, handling sensitive forms, and providing administrative support to faculty members, staff, and other team members. Expect a fast-paced environment where collaboration, organization, and effective communication are key.  The Sr. Administrative Assistant supports providers with all administrative duties. Assisting with recredentialing, scheduling meetings, and managing their calendars to avoid any conflicts. The Sr. Administrative assistant collaborates with the Central Administration, Medical Staff, and Surgical Education on a constant basis on behalf of the providers.   

Department Specific Functions

The expected duties of this new assistant will include the following:

• Schedule internal and external meetings, providing proactive and real-time calendar management. Attend / coordinate meetings as needed and prepare meeting minutes. Screen requests to determine priority level, including visitors, phone calls, and incoming correspondence. Refer visitors/callers to appropriate individuals within the organization.

• Handle external requests with tremendous tact and diplomacy.

• Responsible for administrative procedures, including business mail, travel arrangements, expense reports, authorizations, and approvals.

• Create and maintain documents and reports as needed.

• Acts as a contact person for all non-clinical patient questions and concerns for the Department of Surgery.

• Maintains calendar, types, provides routine and general clerical support for the assigned divisions within the Department of Surgery.

• Composes correspondence or selects standardized formats. Prepares financial forms (IDRs, BERFs, Pos, work orders, check requisitions, etc. for the department).

• Upholds a safe, secure, and healthy work environment by establishing and following standards and procedures, complying with legal regulations.

• Keeps supplies ready by inventorying stock; placing orders; verifying rec