Sr. Administrative Assistant - Otolaryngology

Sr. Administrative Assistant - Otolaryngology

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The Department of Otolaryngology 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.

• 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.

High school diploma or equivalent required.

Minimum 3 years of relevant experience.

• 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)

• Ability to strategically multi‑task a variety of competing deadlines and requests
• Completes Faculty Credentialing Renews, Medical License Renews, DEA Renews and all necessary licensing renewals
• Uploads CME Credits into CE‑broker
• Completes Reimbursements
• Experience with office management and productivity technologies (Excel, Microsoft, etc.)
• Prepare documents, agendas, letters, reports, slides and demonstrations
• Manage and scan all outside records into system prior to clinic date
• Manage and scan all outside results into system and advise provider via UChart
• Monitors progress and follows‑through on assigned projects to successful completion
• Obtains Authorization for outside facility testing, as needed.
• Open and distribute mail
• Submits Physician Leave Requests for Providers' time off
• Confirm clinical appointment
• Updating of faculty Curriculum Vitae
• Prepares financial forms (IDR, Expense reports, POs, work orders, check requisitions, etc. department)
• Draft FMLA forms and/or letters for faculty review for patients as needed
• Reschedule patient appointments
• Provide coverage within the department as needed
• Complete Yearly Membership Renewals
• Screen and triage telephone calls from patients and properly document them in UChart for physicians, fellows, nurses or surgical coordinator to return phone calls
• Ensure patients that have had issues in making appointments or in clinic are managed effectively for their follow up appointments
• Schedule meetings and depositions
• Maintain UChart in‑basket

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

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