Sr. Administrative Assistant
University of Miami

Job Info

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Current Employees:

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The department of Medicine has an exciting opportunity for a full-time Sr. Administrative Assistant to work on the UHealth campus in Downtown 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 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; Bachelor's degree preferred
  
• Minimum 3 years of relevant experience required; experience in an academic or healthcare environment preferred. Scientific background or previous exposure to bibliographic review preferred.
  

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); must demonstrate high level of skill with MS Word, Excel, and Outlook calendaring programs.
  

Department Specific Functions

Supports the Chief, Division General Internal Medicine, manages outlook calendar, meetings, interviews etc. Communicates and delivers urgent messages to corresponding providers Initiates onboarding procedures and assists with offboarding tasks for departing providers/staff members with oversight and guidance from Sr. Division Administrator. Responsible for annual appointments, promotions, and Tenure (APT) process, & voluntary appointments (staff physicians/VA). Transcribes Divisional Meeting Minutes for distribution and future reference. Coordinates workorders for equipment/office maintenance for faculty (moving or repair of phones, computers, pagers, and procures office supplies as needed) Processes CME expense reports for faculty. Maintains Divisional and Departmental spreadsheet accordingly. Makes travel arrangements and reservations for department leadership and staff, as needed. Oversees Kyrus Website management/updates and other cloud storage systems. Distributes Press Gainey scores to providers. Updates and edits QGenda schedule as needed (vacation requests, swaps, callouts, etc.) Responsible for working with Sr. Practice Manager in calendar management and scheduling of candidates, events, and business-related activities. Composes emails and correspondence, answers telephone calls and addresses these accordingly, also reserves conference rooms as needed. Responsible for collecting data regarding physician availability for Wards, MOD and On-Call. Distributes corresponding calendars as needed. Processes and distributes mail. Serves as backup/overflow support for the Division of Med-Peds and Ger-Pal. Other duties or responsibilities as necessary

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

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.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

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 for additional information.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
c104

This job has expired.