Sr. Administrative Assistant

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 using the Career worklet, please review this tip sheet.

The University of Miami, Bascom Palmer Eye Institute, has an exciting full time opportunity for a Sr. Administrative Assistant (Ambulatory Services) in Miami, Florida. The Sr. Administrative Assistant (H) 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        

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

Administrative Assistant (80%)

• Serves as back up Department Payroll processor, including processing/closing payroll, troubleshooting payroll issues with staff and Payroll Department as needed. 

• Prepares lateness and absent reports when requested. Performs other duties as assigned.

• Serves as a back-up information resource regarding Department and program policies, procedures, and operational functions.

• Procures, maintains, and distributes office supplies and equipment, ensuring machine functionality.

• Serves as a back up to prepare financial forms (IDRs, BEFs, POs, work orders, reimbursements for department).

• Ensures completed work products meet required timelines and standards of quality and quantity.

• Assist with setting up A/V equipment and conference calls as indicated by Nursing Director.

• Assists the charge nurse in the daily workflow of the ambulatory surgical patient by properly placing patient status via tracking board.

• Assists at the greeter desk by registering patients and family information.

• Greets patients and visitors, explains the surgery process and tracking board, answers routine questions, maintains amenities during surgery wait time, retrieves, escort patients from waiting room to patient care room, and directs visitors according to their needs.

• Assists the nurses by communicating with families approximate discharge time as designated by the nurses and updating contact information. 

•  Assists placing calls to patients informing of next day arrival time to surgery.

•  Communicates patient/visitor concerns to unit director or charge RN. 

• Participates in preoperative and postoperative patient rounding.

• Facilitates intra-unit information exchange among OR, Ambulatory Surgery Unit and 5th Floor Inpatient Unit ("Units") and participates in performance improvement activities.

• Enters facility and Biomed work order requisitions and maintains tracking tool.

Patient Representative (20%)

• Assists charge nurse and nurses by providing patients and families with approximate wait time, updates to procedures and track board information.

• Assists physicians and interdisciplinary team regarding family member information and location. 

• Collaborates with surgery to obtain current information to report to the ambulatory team.

• Serves as a liaison between departments to be able to maintain excellent patient and customer experience.

•  Obtains hand off report from patient representative for afterhours rounding.

• Compiles patient experience information and is able to articulate results.

• Works closely with patient experience /concierge to anticipate patient/family needs.

• Participates in preoperative and postoperative patient rounding.

Knowledge, Skills and Attitudes:

• Proficiency in written and verbal communications.  Fluent bilingual competency in English and Spanish

• Ability to communicate well with physicians and other professionals

• Ability to work under a high level of stress with time constrains while maintaining composure and sensitivity to each patient’s individual situation

• Knowledge of routine office practices and procedures

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.

Job Status:

Employee Type:

Pay Grade: