Sr. Administrative Assistant - Pediatrics

Sr. Administrative Assistant – Pediatrics

Welcome to the University of Miami Health System, “UHealth,” Department of Pediatrics, Cardiology. We have an exciting opportunity for 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.

• Project Management to include lead organizational and support roles for various initiatives. Assisting with restricting and creating dedicated Cardiac ICU, which involves reassigning and hiring new personnel as well as working through subprojects involving multiple disciplines (surgery, ICU, nursing, admin). Will be a point administrator for organizing meetings, tracking progress, and facilitating communication between parties.
• Assist in growing the Division’s referral base from community cardiologists.
• Communicating with office staff, helping with insurance, facilitating communication between MDs and parents/patients with our clinical team.
• Getting clinical data and imaging studies into our system and ready for the clinical team.
• Revamp MD scheduling system for better access as well as tracking on‑call time and work resources, utilizing the AMION platform. To include scheduling for cardiology MDs, APPs, CICU MD’s, and fellows.
• Data Collection and Management related to Heart Center program activities as well as helping to organize and help track clinical data metrics necessary for our program’s reporting requirements.
• Work with clinicians in different roles and from different disciplines to meet our common needs for a sound data infrastructure.
• Liaise with executive assistant from JHS and UM admin as well as CV surgery, Adult ICU and Cardiology, ICU, nursing, etc.
• Developing and maintaining a Cardiology database to track volume activity by integrating case discussions, procedural and billing data from both UM and JHS.

• Primary Administrative Assistant to Division Chief.
• Provide administrative and project support for all Cardiology faculty, including the Cardiac ICU faculty.
• Provide support to additional impending faculty recruits, such as ECHO and Fetal cardiology directors and well as the Cardiac ICU Associate Director and Invasive EP MD.
• Assist with the scheduling needs for interventional Cath, EP, and Special Imaging in Radiology.
• Support Cardiology’s Research Activity.

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…