Senior Administrative Assistant

Current Employees:

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The Department of Surgery is currently seeking a Full-Time Senior Administrative Assistant to work onsite 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 RESPONSIBILITIES

• 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

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

• Scheduling of all Surgical Nutrition surgeries in UMH and JMH
• Obtaining surgical clearance letters or appointments for patients
• Obtaining authorization for all upcoming surgeries
• Scheduling and rescheduling of ALL appointments: (Tele Followup, follow up, post op, pre-op (UPAC or PAT), New patient)
• Managing Wednesday OPD1 Sylvester clinic schedule
• Preparing clinic day beforehand and send to faculty and team (all TPN patients current order and lab orders, any new patient documents, any requested JMH records like op reports, CT imaging results, etc)
• Scheduling Tele Health visits (explaining/sending tip sheet, resetting password if needed)
• Confirming each patient appointment the day before clinic
• Following up on all patients before postponing any visits and relaying all calls
• Making all infusion appointments for patients coming to JMH
• Making all lab appointments for patients coming to JMH
• Arrange direct admissions for JMH
• Maintaining the current clinic schedule to accommodate study patients
• Obtaining all medical records for incoming new patients (labs, imaging, clinic notes, pathology, etc...)
• Forwarding referral information from Surgical Nutrition faculty to designated physician
• Managing incoming faxes and sending lab results to team
• Collaboration with DaVita & Kidney Spa to schedule all new peritoneal dialysis patients
• Coordinating Posse Scholars Shadowing Program (10-12 Scholars / 13 Physicians)
• Monitor all requests from Medical Records to avoid suspension of attending and follow up with billing issues.
• Coordinate and schedule all domestic and international travel arrangements, airline and hotel reservations and ground transportation.
• Process and maintain records of all financial forms (reimbursements, purchase orders)
• Serve as liaison for faculty and staff at Jackson Memorial Hospital and Miami Transplant Institute where the Intestinal Rehabilitation Clinic is held weekly.
• Monitor and renew all clinical privileges and reappointments for University of Miami as well as for Jackson Memorial Hospital.
• Coordinate, arrange and manage the renewal of Trauma Certifications and CMEs required for licensing, re-credentialing and ACS Certification of the Trauma Center.
• Monitor and renew all medical licenses, DEA licenses, etc.
• Performs confidential and complex administrative and secretarial duties requiring independent thought and prioritization.
• Manage complex calendars including the scheduling of all meetings.
• Registering faculty members for meetings held via zoom (ACS, FCOT, FDOT, MSCS,
• Schedule and coordinate appointments, speaking engagements, seminars, conferences, and invited speaker invitations.
• Schedule and monitor legal responsibilities such as…