Sr. Administrative Assistant (H) Hybrid/Remote

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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.
 

CORE JOB FUNCTIONS

• Learn and understand the core clinical, research, and business functions of the division.
• Assist Administrator with preparation of advisory meetings, annual symposium, divisional leadership meetings and task as directed.
• Distribute announcements of funding and educational opportunities under the direction of the Administrator.
• Coordinate divisional events including advertisements, room reservations, catering, agendas and travel arrangements for all guests.
• Process all related purchases, reimbursements and other university forms, travel and supply orders as directed by administration.
• Assist with the orientation of volunteers, students and interns working in the division.
• Assist administration with the day to day calendar updates, meeting arrangements, travel arrangements, credentialing, reimbursements, CV updates and other needs as required.
• Assist in monitoring UChart in-basket messages, and email correspondence.
• Assist with completion of forms for home healthcare agencies, diagnostic medical device companies, specialty pharmacy, and other forms as needed.
• Process and follow up with Prior Authorizations for prescriptions, admissions, and other ambulatory exams as needed.
• Provide supplementary support to physicians, clinical activities, business services, student services, and daily business operation for the division.
• Coordinates special events, small conferences, and lectures series for the division.
• Initiates travel arrangements and processes reimbursements for travel, licenses, conference registrations, and other business related functions.
• Performs complex assignments and resolves issues and problems referred by staff or supervisor with accuracy.
• Resolves unique situations where each contact must be handled differently using judgment and discretion.
• Schedules patients for tests and completes required forms for lab work and performable orders.
• Manages patient request with oversight from a physician and/or certified clinician.
• Escorts and transports patients and visitors to various hospital locations.
• Orders stock and inventory supplies.
• 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.

CORE QUALIFICATIONS

• High school diploma or equivalent
• 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)

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

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