Sr. Administrative Assistant; H

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The Department of Otolaryngology is currently seeking a full time Sr. Administrative Assistant position 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.

• 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:
  • 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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