Verified Job
Clerical - Administrative
Senior Administrative Assistant
Clerical - Administrative
#545
Remote / WFH
University of Miami
Job Description
Full job description
Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet .
The Department of Surgery is currently seeking a Full-Time Senior Administrative Assistant to work onsite in 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 RESPONSIBILITIES
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
Education:
High school diploma or equivalent
Experience:
Minimum 3 years 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 (i.e., Microsoft Office)
Department Specific Functions
Scheduling of all Surgical Nutrition surgeries in UMH and JMH
Obtaining surgical clearance letters or appointments for patients
Obtaining authorization for all upcoming surgeries
Scheduling and rescheduling of ALL appointments: (TeleFollowup, follow up, post op, pre-op (UPAC or PAT), New patient)
Managing Wednesday OPD1 Sylvester clinic schedule
Preparing clinic day beforehand and send to faculty and team (all TPN patients current order and lab orders, any new patient documents, any requested JMH records like op reports, CT imaging results, etc)
Scheduling TeleHealth visits (explaining/sending tip sheet, resetting password if needed)
Confirming each patient appointment the day before clinic
Following up on all patients before postponing any visits and relaying all calls
Making all infusion appointments for patients coming to JMH
Making all lab appointments for patients coming to JMH
Arrange direct admissions for JMH
Maintaining the current clinic schedule to accommodate study patients
Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet .
The Department of Surgery is currently seeking a Full-Time Senior Administrative Assistant to work onsite in 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 RESPONSIBILITIES
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
Education:
High school diploma or equivalent
Experience:
Minimum 3 years 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 (i.e., Microsoft Office)
Department Specific Functions
Scheduling of all Surgical Nutrition surgeries in UMH and JMH
Obtaining surgical clearance letters or appointments for patients
Obtaining authorization for all upcoming surgeries
Scheduling and rescheduling of ALL appointments: (TeleFollowup, follow up, post op, pre-op (UPAC or PAT), New patient)
Managing Wednesday OPD1 Sylvester clinic schedule
Preparing clinic day beforehand and send to faculty and team (all TPN patients current order and lab orders, any new patient documents, any requested JMH records like op reports, CT imaging results, etc)
Scheduling TeleHealth visits (explaining/sending tip sheet, resetting password if needed)
Confirming each patient appointment the day before clinic
Following up on all patients before postponing any visits and relaying all calls
Making all infusion appointments for patients coming to JMH
Making all lab appointments for patients coming to JMH
Arrange direct admissions for JMH
Maintaining the current clinic schedule to accommodate study patients
