Administrative Assistant

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The Department of Ortho Sports Medicine is currently seeking a full time Administrative Assistant to work in Miami, FL. The 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
1. Supports department and/or department leadership with daily clerical tasks.
2. Prepares basic reports, charts, budgets and other presentation materials.
3. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
4. Plans meetings and takes detailed minutes, as needed.
5. Answers phone calls, provides information to callers or connects callers to appropriate staff.
6. Schedules appointments and updates calendars.
7. Makes travel arrangements and reservations for department leadership and staff, as needed.
8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
9. Greets and provides general support to visitors.
10. Develops and maintains department filing system.
11. 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/relevant experience, certification or license

Experience:
Minimum 1 year of relevant experience required

Knowledge, Skills and Abilities:

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.

• Teamwork: Ability to work collaboratively with others and contribute to a team environment.

• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.

• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

Department Specific Functions

•    Is responsible for assisting the department in managing expectations surrounding pre and post patient care 
•    Triages patient’s telephone calls and answering any question or solving problems as appropriate.  If necessary, transfers call or directly communicate to the provider should the call require their attention.  
•    Is responsible for scheduling, rescheduling and cancelling clinic appointments as required per provider/administrator request following the proper process. 
•    Is responsible for monitoring access to new appointments and management of any waiting lists for appointments.   
•    Is responsible for managing the UChartIn 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 
•    Answers telephone calls correctly processing all patient information for messages and patient requests. Enters and routes request to appropriate person within UChart 
•    Completes physician’s orders/requests accurately 
•    Proactively works physicians clinical scheduled to maximize time and manage capacity 
•    Whether on the phone or in person, treats all patients, co-workers internal customers with dignity and professionalism 
•    Maintains professional relationships with all physicians 
•    Works to establish and maintain good working relationships with fellow employees 
•    Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice 
•    Provides coverage for responsibilities of co-workers when assigned or as need arises 
•    Follows instructions of and assists supervisory staff as required 

This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job.

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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.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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