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CORE JOB SUMMARY

The Senior Administrative Assistant performs both technical and complex administrative projects, as well as general clerical work, in support of the day-to-day operations of the assigned unit. Additionally, the incumbent applies independent judgment in the completion of assignments, which include data compilation and analysis, development and preparation of unit and project budgets, and monitoring of unit expenses. He/she may act as a lead to lower-level administrative staff assigned to the unit.

CORE JOB FUNCTIONS

• Requests updated physician calendars , composes correspondence, orders office supplies, prepares financial forms, answers telephones, takes messages, transfers calls, greets visitors, answers routine questions, and directs visitors according to their needs.
• Completes special assignments requiring the collection, organization, and analysis of data which may be the basis for significant decisions.
• Provides advice regarding budget projects, and monitors the unit’s work expenses.
• Assists to prepare summary financial reports and statistical information related to work unit’s budget, accounts, activities, program clientele, and operations.
• Assists to plan and organize the activities and operations of the unit to include staffing and assignments. Establishes and implements work unit procedures, and ensures completed work products meet required timelines and standards of quality and quantity.
• Resolves unique situations where each contact must be handled differently using judgment and discretion.
• Adheres to University and unit-level policies, procedures, and safeguards University assets.
• Collaborates with patient advisor/concierge to maintain excellent customer experience

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, Bachelor’s degree preferred

Certification and Licensing: Not Applicable

Experience: Minimum 4 years of experience

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.
• Skill in data entry with minimal errors.
• Skill in completing assignments accurately and with attention to detail.
• Commitment to the University’s core values.
• Ability to work independently and/or in a collaborative environment.
• 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.
• 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.
• Assists with staff meeting preparation, minute taking and agenda items.

Patient Care 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 morning 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.

• 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 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
• Assist with the moving of patient chairs to the appropriate rooms to allow pre op availability.
• Initiates pediatric patient order card to be able to provide to pediatrician patients to be seen
• Maintains hospitalist tracking clipboards readily available

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.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller 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.