Senior Administrative Assistant

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The department of Medicine has an exciting opportunity for a full-time Sr. Administrative Assistant. 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.  

This position is fully onsite​ on the UHealth campus.

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.

Department Specific Functions

• Responsible for working with the Division Chief in calendar management, scheduling candidates, events, and business-related activities.
• Submits and processes all faculty reimbursements and expense reports (CME and non-CME related) for the Division of Rheumatology; manages and updates CME tracker for all Rheumatology faculty.
• Facilitates the Annual Faculty Evaluation process in conjunction with the Division Chief.
• Facilitates Yearly Grand Rounds for Department Chairman series (Rheumatology only).
• Facilitates APT process for the Division of Rheumatology.
• Facilitates Voluntary faculty appointments and re-appointments on an annual basis for the Division of Rheumatology.
• Draft of original correspondence for Chief Review and signatory (e.g. letter of recommendations, letters to editors, letters responding to donor donations).
• Creates and maintains donor reports.
• Assists with Division of Rheumatology’s annual report. Tracking awards, pictures, and publications for division faculty.
• Handles urgent patient escalations in collaboration with Practice Manager as necessary.
• Credentialling and recredentialling of providers, maintaining list of licenses, DEAs, Medicaid/Medicare numbers.
• Maintains files for Division of Rheumatology in Box shared folder.
• Maintain CVs and bio sketches for Chief and faculty, enters CVs in digital measures.
• Schedules and prepares for monthly faculty meetings, taking meeting minutes and preparing agendas.
• Facilitates and coordinates rotation for visiting scholars (national and international).
• Planning and coordinating special events.
• Assists with coordination of legal requested meetings for faculty.
• Updates website and event calendar management for Division of Rheumatology.
• Maintains a faculty and staff roster for the Division of Rheumatology.
• Provides administrative and clerical coverage for other sr. administrative assistants as needed.
• Other duties as deemed necessary by Chief, Project Manager or Division Administrator.

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
• Minimum 3 years of relevant experience required
• 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)

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.

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.

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