University of Miami Miller School of Medicine is hiring: Administrative Assistan

Administrative Assistant (H)

University of Miami Miller School of Medicine – Department of Sports Medicine – Coral Gables, FL.

The Department of Sports Medicine is seeking a full‑time Administrative Assistant to support department operations. The role includes a variety of clerical functions and office support activities to facilitate efficient office operations. Responsibilities include scheduling appointments, preparing and proofreading documents, assisting faculty and student needs, managing office supplies, coordinating events, and supporting academic programs.

Core Job Functions

• Supports department and leadership with daily clerical tasks.
• Prepares reports, charts, budgets, and presentation materials.
• Responds to routine inquiries with standard correspondence.
• Plans meetings and takes detailed minutes.
• Answers phone calls, provides information, or connects callers to appropriate staff.
• Schedules appointments and updates calendars.
• Composes and types correspondence, creates spreadsheets and presentations.
• Greets and provides general support to visitors.
• Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues.
• Develops and maintains an organized filing system for the department, ensuring confidentiality.
• Provides reception services, schedules meetings, and travel.
• Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents.
• Assists faculty by answering questions, locating information and materials, and assisting in test preparation.
• 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 1 year 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 (e.g., Microsoft Office).

Department Specific Functions

• Assists the department with managing expectations surrounding pre and post patient care.
• Triage patient telephone calls and answer questions or solve problems as appropriate, transferring or directly communicating to the provider if necessary.
• Schedules, reschedules and cancels clinic appointments per provider/administrator requests following the proper process.
• Monitors access to new appointments and manages any waiting lists for appointments.
• Manages the UChart In‑basket messages as assigned.
• Obtains or reviews all patient demographic information, insurance information and referral numbers.
• Accurately records all data and maintains necessary records or files relating to clinical care issues.
• Acquires all materials necessary for the patient visit including medical records and x‑rays.
• Answers telephone calls professionally and courteously within five rings, introducing the practice as requested by the division.
• Communicates with patients regarding delays in schedule.
• Processes patient information for messages and requests, enters and routes requests to the appropriate person within UChart.
• Completes physician's orders/requests accurately.
• Proactively works with physicians' clinical schedules to maximize time and manage capacity.
• Provides professional and dignified service to all patients and internal customers.
• Maintains professional relationships with all physicians.
• Works cooperatively with colleagues to solve problems and enhance smooth and efficient practice flow.
• Provides coverage for co‑workers' responsibilities when assigned or as needed.
• Follows instructions of and assists supervisory staff as required.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

Equal Opportunity Employer – Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on categories protected by federal law.

Job Status: Full time
Employee Type: Staff
Pay Grade: H4