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The Department of Surgery has an exciting opportunity for a full time Sr. Administrative Assistant position. The incumbent performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.
CORE JOB FUNCTIONS
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
High school diploma or equivalent required
Minimum 3 years of relevant experience
Department Specific Functions
The Sr. Administrative Assistant plays a vital role in supporting the Department of Surgery for the University of Miami. The responsibilities include managing schedules, coordinating appointments, handling sensitive forms, and providing administrative support to faculty members, staff, and other team members. Expect a fast-paced environment where collaboration, organization, and effective communication are key.
The Sr. Administrative Assistant supports providers with all administrative duties. Assisting with recredentialing, scheduling meetings, and managing their calendars to avoid any conflicts. The Sr. Administrative assistant collaborates with the Central Administration, Medical Staff, and Surgical Education on a constant basis on behalf of the providers.
Department Specific Functions
The expected duties of this new assistant will include the following:
Schedule internal and external meetings, providing proactive and real-time calendar management. Attend / coordinate meetings as needed and prepare meeting minutes. Screen requests to determine priority level, including visitors, phone calls, and incoming correspondence. Refer visitors/callers to appropriate individuals within the organization.
Handle external requests with tremendous tact and diplomacy.
Responsible for administrative procedures, including business mail, travel arrangements, expense reports, authorizations, and approvals.
Create and maintain documents and reports as needed.
Acts as a contact person for all non-clinical patient questions and concerns for the Department of Surgery.
Maintains calendar, @types, provides routine and general clerical support for the assigned divisions within the Department of Surgery.
Composes correspondence or selects standardized formats. Prepares financial forms (IDRs, BERFs, Pos, work orders, check requisitions, etc. for the department).
Upholds a safe, secure, and healthy work environment by establishing and following standards and procedures, complying with legal regulations.
Keeps supplies ready by inventorying stock; placing orders; verifying receipt. Keeps equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, performing preventive maintenance, and scheduling repairs.
Oversees and assists department administrator ensuring faculty reappointment and credentialing are addressed promptly.
Uses online applications and databases to manage departmental faculty information and faculty processes and procedures.
Supports departmental faculty and other departmental and University programs. Maintain the electronic faculty files, including licensure and compliance.
Processes documents of a legal and confidential nature; screens documents for accuracy, legality, and authorization, and ensures the confidentiality of information in the performance of duties.
Ensures that all administrative/clerical staff and volunteers always maintain a professional demeanor and provide superior customer service, with special care given to sensitive HIPAA and other confidential materials.
Provide comprehensive administrative assistance and support to all faculty in the department.
Reserve facilities for meetings and coordinate meals and/or refreshments.
Maintains the most current information for assigned faculty pertaining to curriculum vitae, periodical publications, and biographical sketches utilizing the PubMed system.
Coordinates the application and paperwork for the re-credentialing process. Establishes priorities and deadlines for completion of projects assigned by faculty, Office Manager, and/or Operations Manager.
Performs other duties as assigned.
Any appropriate combination of relevant education, experience and/or certification may be considered.
LI-GD1
The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.
UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.
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. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
A5
