University of Miami Miller School of Medicine is hiring: Sr. Administrative Assi

Sr. Administrative Assistant - Pediatrics

University of Miami Miller School of Medicine – Department of Pediatrics, Cardiology

Job Details

• Employment type: Full‑time
• Seniority level: Mid‑Senior level
• Job function: Administrative
• Industries: Administrative and Support Services
• Pay Grade: H5
• Location: Miami, FL

Core Responsibilities

• Supports department and/or leadership with daily clerical tasks.
• Collects, reviews, and analyzes complex and/or confidential data to prepare 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 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 leadership and staff as needed.
• Composes and types correspondence, creates spreadsheets and presentations.
• Greets and provides general support to visitors.
• Develops and maintains the department filing system.
• Adheres to university and unit‑level policies and procedures and safeguards university assets.

Department Specific Functions

• Project management, including leading organizational and support roles for various initiatives; assisting with the creation of a dedicated Cardiac ICU and coordinating multi‑disciplinary subprojects.
• Assist in growing the division’s referral base from community cardiologists.
• Communicate with office staff and assist with insurance; facilitate communication between MDs and parents/patients with our clinical team.
• Retrieve clinical data and imaging studies into our system and prepare them for the clinical team.
• Revamp MD scheduling system for better access and track on‑call time and work resources, utilizing the AMION platform; include scheduling for cardiology MDs, APPs, CICU MDs, and fellows.
• Data collection and management related to Heart Center program activities; organize and track clinical data metrics needed for program reporting requirements.
• Work with clinicians in different roles and disciplines to meet common needs for a sound data infrastructure.
• Liaise with executive assistants from JHS and UM administration as well as CV surgery, Adult ICU and Cardiology ICU, nursing, etc.
• Develop and maintain a Cardiology database to track volume activity by integrating case discussions, procedural and billing data from both UM and JHS.

Admin Support for Expanded Number of MDs

• Primary administrative assistant to the Division Chief.
• Provide administrative and project support for all Cardiology faculty, including the Cardiac ICU faculty.
• Support additional faculty recruits such as ECHO and Fetal cardiology directors, as well as the Cardiac ICU Associate Director and Invasive EP MD.
• Assist with scheduling needs for interventional cath, EP, and special imaging in radiology.
• Support Cardiology’s research activity.

Core Qualifications

• High school diploma or equivalent.
• Minimum 3 years of relevant experience.
• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports, and correspondence.
• Strong oral and written communication skills.
• Skill in maintaining effective interpersonal relationships.
• Ability to handle confidential information with discretion.
• Attention to detail and ability to complete assignments accurately.
• Proficiency in Microsoft Office and other computer software.

Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Benefits

Competitive salary and a comprehensive benefits package including medical, dental, tuition remission, and more.

Equal Opportunity Statement

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

For internal applicants, please log in to Workday to use the internal application process.