Senior Administrative Assistant - Miami, United States - University of Miami

Description

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 Bascom Palmer Eye Institute is currently seeking a full time Sr. Administrative Assistant to work in Miami.

The Senior Administrative Assistant manages administrative projects to support the day-to-day surgical services operations and interfaces with patients and visitors to enhance their experience in the Ambulatory Surgery Unit.

Assists Executive Director of Nursing, charge nurses and support staff to maintain safe and efficient patient workflows.

Completes administrative assignments including data compilation and analysis, develops project budgets, and monitors non-payroll expenses. May supervise lower level administrative staff assigned to the unit. Instructs patients regarding surgery process and tracking board, answers routine questions, performs purposeful rounds and maintains waiting room amenities.


CORE JOB SUMMARY

The Senior Administrative Assistant manages administrative projects to support the day-to-day surgical services operations and interfaces with patients and visitors to enhance their experience in the Ambulatory Surgery Unit.

Assists Executive Director of Nursing, charge nurses and support staff to maintain safe and efficient patient workflows.

Completes administrative assignments including data compilation and analysis, develops project budgets, and monitors non-payroll expenses. May supervise lower level administrative staff assigned to the unit. Instructs patients regarding surgery process and tracking board, answers routine questions, performs purposeful rounds and maintains waiting room amenities.


CORE JOB FUNCTIONS
Updates department calendars, composes correspondence, orders office supplies, answers/transfers telephones, answers routine questions, and greets/directs visitors.

Completes special assignments requiring collection, organization and analysis of data which may be the basis for significant decisions.

Assists with annual budget development and monitors department expenses.

Prepares summary financial reports and statistical information related to department budget, accounts, activities and operations.

Assists in planning and organizing activities and operations of the department, including 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 department policies, procedures, and safeguards University assets.

Collaborates with patient advisor/concierge to maintain excellent customer experience.

Department Specific Functions

Patient Care Representative (80%)

Greets patients and visitors, explains surgery process and tracking board, answers routine questions, and maintains waiting room amenities.

Assists charge nurse, physicians and interdisciplinary teams to provide patients and families with approximate wait time, updates to procedures and track board information.

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

Retrieves, escort patients from waiting room to patient care room, and directs visitors.

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

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

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

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

Participates in preoperative and postoperative patient rounding

Obtains hand off report from early shift patient representative for afterhours rounding.

Compiles patient experience information and articulates results.

Places calls to patients informing of next day arrival time to surgery.

Communicates patient/visitor concerns to unit director or charge nurse.

Initiates pediatric patient order card and provides copy for pediatrician patients waiting to be seen

Ensures hospitalist tracking clipboards are readily available.

Moves patient chairs to appropriate rooms for preoperative patients.

Administrative Assistant (20%)

Serves as back up department payroll processor, including processing/closing payroll, troubleshooting payroll issues with staff and payroll department. Prepares tardy and absent reports upon request.

Facilitates information exchange among Surgery, Ambulatory Surgery Unit and 5th Floor Inpatient Units and participates in performance improvement activities.

Serves as an information resource regarding department and program policies, procedures, and operational functions.

Procures, maintains, and distributes office supplies and equipment and ensures office equipment functionality.

Prepares financial forms (IDRs, BEFs, POs, work orders, reimbursements) for the department.

Enters facility and biomedical engineering work orders/requisitions and maintains tracking tool.

Assists with staff meeting preparation, agendas and minute taking.

Assist with setting up audio/visual equipment, conference calls and webinars as requested.

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


CORE QUALIFICATIONS

Education:
High School diploma or equivalent required

Bachelor degree preferred


Experience:
Minimum 4 years of experience


Knowledge, Skills and Attitudes:
Ability to communicate effectively in both oral and written form with physicians and other professionals.

Ability to enter data with minimal errors.

Complete assignments accurately and with attention to detail.

Ability to work independently with minimal supervision.

Proficient in computer software (i.e. Microsoft Excel, Word, PowerPoint, Outlook, Visio).

Fluent in English and Spanish languages.

Ability to work under a high level of stress with time constrains, while maintaining composure and sensitivity to each individual situations.

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.


Job Status:
Full time


Employee Type:
Staff


Pay Grade:
H5

The mission of the University of Miami is to transform lives through education, research, innovation, and service.

A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation's top research universities and academic medical centers in the nation.

The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit to learn more about our points of pride.

The University ranks No. 55 on U.S. News & World Report's 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.

Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults.

Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.

The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.

Transforming lives

With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission 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.