Sr. Administrative Assistant

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The Department of Orthopedics 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                                                                                                           

• 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

• Assists Sr. Administrative officer in daily tasks.

• Coordinate/manage administrative leadership schedule, sets up meetings, conferences, and trainings.

• Create and maintain faculty metric tracking spreadsheets.

• Create and maintain reports for leadership.

• Assist in departmental projects as well as in new systems or programs the department wants to implement.

• Coordinates meetings for faculty.

• Acts as lead to our administrative assistant staff.

• Completes reimbursements, reconciles budget.

• Works along with business operation manager.

• Creates purchase and requisition orders.

• Completes expense reports.

• Initiate change orders.

• On call process, maintains tracking sheet.

• Resolves vendor issues.

• Handles invoices tracking sheets/reports and regularly submit payments.

• Deposit/process all department checks.

• Handles supply orders for office.

• Maintaining Department t Project System.

• Patient coordinator

• Manages pre and post patient care

• Manges patient calls, process patient information on ambulatory appointment

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

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient c