Administrative Assistant (H)

Administrative Assistant

The University of Miami/UHealth Department of Sports Medicine has an exciting opportunity for 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.

Core Job Functions

• Supports department and/or department leadership with daily clerical tasks.
• Prepares basic reports, charts, budgets and other presentation materials.
• Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
• 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

• High school diploma or equivalent
• 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

• Assists 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 schedule 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.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.