Job Description

Current Employees:

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The Department of Sports Medicine is currently seeking a full time Administrative Assistant to work in Coral Gables, 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.  The Administrative Assistant schedules appointments, prepares and proofreads documents, and assists with faculty and student needs. The Incumbent manages office supplies, coordinates events, and supports various academic programs.

CORE JOB FUNCTIONS                                                                                                           

• Supports department and leadership with daily clerical tasks.

• Prepares reports, charts, budgets, and presentation materials.

• Responds to routine inquiries with standard correspondence.

• Plans meetings and takes detailed minutes.

• Answers phone calls, provides information, or connects callers to appropriate staff.

• Schedules, appointments and updates calendars.

• Composes and types of correspondence, creates spreadsheets and presentations.

• Greets and provides general support to visitors.

• Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues.

• Develops and maintains an organized filing system for the department, ensuring confidentiality.

• Provides reception services, schedules meetings, and travel.

• Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents.

• Assists faculty by answering questions, locating information and materials, and assisting in test preparation.

• 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 1 year 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

•    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 UChart In 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

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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 - 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:

H4

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