Administrative Assistant - Full Time -Bascom Palmer Eye Institute, Miami, FL

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The University of Miami, Bascom Palmer Eye Institute, has an exciting full time opportunity for an Administrative Assistant in Miami, Florida. 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 FUNCTIONS

• Supports department and/or department leadership with daily clerical tasks.

• Prepares basic reports, charts, budget & 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

Experience:
Minimum 1 year 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 ADDENDUM
The responsibilities of the Administrative Leader of the Neuro-Ophthalmology Service are to provide comprehensive professional level support in all aspects of the neuro-ophthalmology service.

The neuro-ophthalmology takes care of patients with the widest spectrum of diseases and conditions than any other ophthalmology subspecialties. This includes patients with optic neuropathies, ocular motility diseases, pupil abnormalities, brain tumors, central nerve system diseases, unexplained visual loss, visual phenomena, periorbital pain and headaches, traumatic brain injuries, and inherited retinal diseases.

In addition, many patients taken care by the neuro-ophthalmology have acute emergencies (e.g. brain lesions, aneurysms, giant cell arteritis) or have chronic disabling issues that causes permanent visual loss and long-term disabilities. In fact, many of these emergency patients come through the BPEI emergency room or through urgent requests from the referral physicians.

Therefore, the responsibilities of the administrative leader are far beyond those of other ophthalmology subspecialties.

Clinical Support Responsibilities

• Review and adjust patient clinical appointment schedules for faculty clinics and neuro-ophth resident clinics to ensure proper testing are scheduled and to optimize patient flow and patient perception scores.

• Ensure referrals to neurosurgery, neurology, endocrinology, rheumatology, etc. are made and expedited so patient care will not be compromised.

• Obtain and confirm authorizations for specialized medications (e.g. Tepazza, botox) in a timely manner.

• Obtain timely appointments for procedures (e.g. neuroimaging, spinal taps)

• Facilitate specialized treatments (e.g. Luxturna gene therapy) and ensure required authorizations, testing and surgeries are scheduled properly.

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