Sr. Administrative Assistant (H)

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The Department of Neurological Surgery is currently seeking a full time Sr. Administrative Assistant to work in Miami. 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

Certification and Licensing:
Not Applicable

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

•    Provide Administrative support to the department Faculty and Vice Chair as needed with day-to-day tasks (Managing calendar, scheduling meetings, taking minutes, travel arrangements, reserving conference rooms, etc.)
•    Provide Administrative Support to NRS Management with departmental admin functions as needed
•    Assist with preparation of special projects and or reports:
(Press Ganey, KYRUUS, and Power BI scorecards, United Way, etc.)
•    Responsible for ON CALL monthly entries and provide monthly reviews for Qgenda & Amcom
•    Updating data entry to AMCOM and Q-Genda as needed
•    Responsible for updating the Inventory logs and ordering of office supplies
•    Assist and serve as key contact for surplus, IT, Telecomm, CANON and facilities as needed
•    Supports department and/or department leadership with daily clerical tasks and or special projects
•    Responsible for completing medical forms such as (Medical orders, FMLA, Home Health, patient letters, etc.)
•    Assist, complete, and serve as delegates for the physicians for systems such as Workday, Faculty Success Profile, UDisclose, MediTract, and more. 
•    Responsible for processing reimbursements and reconciling of charges when needed
•    Assist with front desk reception and NICE system call coverage when needed
•    Serve as back up to the department Administrative/Executive Assistants when needed
•    Assist with the development of special projects and or events as needed in the department
•    Assist with onboarding requirements specific to the UMH/JMH 
•    Assist Providers with UM & JMH recredentialing/reappointments
•    Meet with d