Executive Assistant

Job description

Job location: Miami, FL

Employment Type: Full-time
Posted data: 2019-11-05
Req: R100031899
Current Employees:
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Where Excellence Meets Purpose

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful purpose to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value.  Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The University has been named on Forbes's Best Employers list for two consecutive years, and is the only university in Florida to receive this honor.

The Department of Surgery Oncology is currently seeking an Executive Assistant. The Executive Assistant provides support in the management of day-to-day operations to nine surgeons. This position requires the ability to work and coordinate independently in a complex communication network of personnel, patients, and other faculty members. Maintain and foster good rapport between faculty, research and staff. Duties include but are not limited to the following:

Plans and manages office service activities such as reception, telephone, mail, fax, copying equipment, and the purchasing, receiving, and storing of office supplies. Engages in office management responsibilities including planning, evaluating, organizing, integrating and controlling. Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate.

Initiates appropriate follow-up/action when necessary. Assist with faculty recruitment, onboarding, credentialing, reappointment, promotion and tenure process. Oversee fellowship (breast program) including interview set up, onboarding of incoming residents licensing/credentialing and system access, assist program director with set up of conferences, create schedule rotation, oversee duty hours, process travel reimbursement, travel requests, time off requests, review/approve timesheets of fellows and graduation event.

Schedule internal and external meetings, providing proactive and real-time calendar management. Attend / coordinate meetings as needed and prepare meeting minutes. Screen requests to determine priority level, including visitors, phone calls, and incoming correspondence. Refer visitors/callers to appropriate individuals within the organization. Maintain faculty administrative procedures, including business mail, travel arrangements, expense reports, physician time off request, process clinic closure request and oversee authorizations and approvals of requests. Maintain and update faculty licenses, boards, CV, website, memberships, travel records, discretionary account. Assist with the planning, coordination, organization of all requirements of small/large scale events, conferences and team activities. Assist with preparation of multi-media presentation material, collateral and marketing strategies using MS office.

Special projects (e.g., assess inventory equipment/space, legal conferences) and other administrative support as needed. Maintains, tracks, and reviews resident files, faculty records, medical legal records, contract renewals, licensure, and professional membership and activities. Complies with reporting requirements of the University and Accreditation Council for Graduate Medical Education. Assists incoming faculty and staff with start-up functions including system access, information for announcement, faculty pictures, scripts, letter head, space set up, telephone, business cards and lab coats. Serves as the departmental liaison with facilities administration and housekeeping to insure that division’s offices/facilities are appropriately maintained. Responsible for division’s P-Card purchases, monthly reconciliation, echeck processing, and POs. Contact vendors, get quotes and facilitate contracts. Expedite all incoming referrals to insure compliance with program contract timelines. Engage outside organizations, including governing agencies, to problem solve, negotiate issues related to enrollment, paperwork, billing, and overall program administration. Participate with all clinical activities, clinic preparation, surgical scheduling and billing tasks. Verify Medical eligibility, Single Cases, International Patients Billing and self-pay billing. Monitor and track surgeries and ensure documentation is available for proper billing. Create and distribute faculty on-call calendar and timesheet at various hospitals.

The minimum qualifications for this position are as follows: Bachelor's degree is required. Five years of relevant work experience.

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.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University of Miami School of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

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

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Job No:
Posted: 9/13/2019
Application Due: 11/12/2019
Work Type: