University of Miami is hiring: Sr. Administrative Assistant (H) in Miami

Sr. Administrative Assistant (H) – University of Miami

Full-time Sr. Administrative Assistant in the Department of Otolaryngology, located in Miami, FL.

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.
• Composes and types correspondence, such as informational 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.
• Strategically multi-task a variety of competing deadlines and requests.
• Completes faculty credentialing renewals, medical license renewals, DEA renewals, and necessary licensing renewals.
• Uploads CME credits into CE-broker.
• Completes reimbursements.
• Manages and scans outside records into system prior to clinic date.
• Manages and scans outside results into system and advises provider via UChart.
• Monitors progress and follows through on assigned projects to successful completion.
• Obtains authorization for outside facility testing as needed.
• Opens and distributes mail.
• Submits physician leave requests for providers’ time off.
• Confirms clinical appointments and updates faculty curriculum vitae.
• Prepares financial forms (IDR, expense reports, POs, work orders, check requisitions, etc.).
• Drafts FMLA forms and/or letters for faculty review for patients as needed.
• Reschedules patient appointments.
• Provides coverage within the department as needed.
• Completes yearly membership renewals.
• Screen and triage patient telephone calls and document them in UChart for physicians, fellows, nurses or surgical coordinator to return.
• Ensures patients with appointment or clinic issues are managed effectively for follow up appointments.
• Schedules meetings and depositions.
• Maintains UChart in-basket.

Qualifications

• 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.
• Effective oral and written communication skills.
• Ability to maintain effective interpersonal relationships.
• Skill in processing and handling confidential information with discretion.
• Attention to detail and accuracy in completing assignments.
• Proficiency in computer software, i.e. Microsoft Office.

Job Details

• Job Status: Full time
• Employee Type: Staff
• Pay Grade: H5
• Seniority Level: Mid‑Senior level
• Employment type: Full‑time
• Job function: Administrative
• Industries: Higher Education

Equal Employment Opportunity Statement

The University of Miami is an Equal Opportunity Employer. Females, minorities, protected veterans, and individuals with disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on categories protected by federal law. For additional information, click here.