Sr. Administrative Assistant; H

Senior Administrative Assistant – Department of Otolaryngology, University of Miami, Miami, FL

• Supports department and/or leadership with daily clerical tasks.
• Collects, reviews, and analyzes complex and/or confidential data; 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.

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 (e.g., 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.

Job Status:
Full time

Employee Type:
Staff

Pay Grade: H5

The University of Miami is an Equal Opportunity Employer – Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.