Sr. Administrative Assistant - Hybrid / Miami

University of Miami•Miami, FL

5d•Hybrid

About The Position

The Department of Radiation Oncology is seeking a full-time Sr. Administrative Assistant to work full-time hybrid in Miami. The Sr. Administrative Assistant provides administrative support, coordinates the daily functions, projects and activities for the Radiation Oncology Department Faculty, Administrators, and member of the leadership team. Clinical/Administrative Duties Primarily exercises discretion and independent judgment in daily activities. Assists the Vice Chairman for Administration, the Executive Director, and the Sr. Manager for Business Operations. Prepares and processes outgoing correspondence. Coordinates University and external University-related activities. Establishes and maintains filing system. Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions. Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs. Ensures completed work products meet required timelines and standards of quality and quantity. Completes assignments requiring the collection, and organization of data; may provide analysis. Serves as a primary information resource regarding department and program policies, procedures, and operational functions. Maintains calendar, word processing of documents, letters, and/or reports, provides routine and general clerical support or medical-related administrative assistant support which may include patient care, student service, reports, statistics, and recording minutes at several meetings. Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals. Orders office supplies. Composes correspondence using standardized formats. Prepares financial forms (IDRs, BERFs, POs, work orders, check requisitions, etc., for department). Resolves unique situations where each contact must be handled differently using judgment discretion. Provides administrative support for the faculty, VCA, Executive Director, and the Senior Manager for Business Operations: scheduling and coordination of their calendars to include daily functions, special events, interviews, professional meeting, lectures, off campus conferences, coordinating travel arrangements for numerous yearly conferences, departmental meetings and reimbursements. Manages and coordinates the VCA’s University-related daily administrative activities and appointment schedules. Efficiently coordinates the VCA’s calendar. Responsible for submitting vacation and meeting request for approval by the Vice Chairman. Coordinates and processes meeting and conference requests to include travel arrangements for the VCA (registration, booking hotel and flight). Prepares and processes business expense reimbursement forms. Responsible for the accounting of the monthly absence report documentation for the department. Provides cross-coverage for all administrative assistants as needed during their absence. Performs miscellaneous office tasks to include transcribing letters; route correspondence; photocopy; and handling incoming/outgoing telephone inquiries; handling of faculty daily mail. Acts as a liaison for physicians to facilitate communication with university physicians, clinical and support staff, referring physicians, patients, family members, visitors and other callers. Identifies problems, accesses urgency and proposes corrective actions. Transcribes, composes and processes routine patient related and administrative correspondence for physicians and leadership team’s review and approval. Screens incoming telephone calls. Follow-up as needed. Cancels/schedules patients in UChart/Aria. Screens and distributes incoming correspondence. Maintains control of correspondence that requires follow-up. Distributes and processes accordingly. Screens and distributes incoming faxes. Follow-up as needed. 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.

Requirements

Knowledge of routine office practices and procedures.
Knowledge of simple data processing and transmission principles.
Ability to utilize computerized information systems.
Ability to read and decipher data on source documents to be entered.
Ability to enter and verify information with accuracy and a reasonable rate of speed.
Ability to understand and follow oral and written instructions.
Skill in data entry or typing.
High school diploma or equivalent.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Provides administrative support, coordinates the daily functions, projects and activities for the Radiation Oncology Department Faculty, Administrators, and member of the leadership team.
Assists the Vice Chairman for Administration, the Executive Director, and the Sr. Manager for Business Operations.
Prepares and processes outgoing correspondence.
Coordinates University and external University-related activities.
Establishes and maintains filing system.
Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.
Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
Ensures completed work products meet required timelines and standards of quality and quantity.
Completes assignments requiring the collection, and organization of data; may provide analysis.
Serves as a primary information resource regarding department and program policies, procedures, and operational functions.
Maintains calendar, word processing of documents, letters, and/or reports, provides routine and general clerical support or medical-related administrative assistant support which may include patient care, student service, reports, statistics, and recording minutes at several meetings.
Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals.
Orders office supplies.
Composes correspondence using standardized formats.
Prepares financial forms (IDRs, BERFs, POs, work orders, check requisitions, etc., for department).
Resolves unique situations where each contact must be handled differently using judgment discretion.
Provides administrative support for the faculty, VCA, Executive Director, and the Senior Manager for Business Operations: scheduling and coordination of their calendars to include daily functions, special events, interviews, professional meeting, lectures, off campus conferences, coordinating travel arrangements for numerous yearly conferences, departmental meetings and reimbursements.
Manages and coordinates the VCA’s University-related daily administrative activities and appointment schedules.
Efficiently coordinates the VCA’s calendar.
Responsible for submitting vacation and meeting request for approval by the Vice Chairman.
Coordinates and processes meeting and conference requests to include travel arrangements for the VCA (registration, booking hotel and flight).
Prepares and processes business expense reimbursement forms.
Responsible for the accounting of the monthly absence report documentation for the department.
Provides cross-coverage for all administrative assistants as needed during their absence.
Performs miscellaneous office tasks to include transcribing letters; route correspondence; photocopy; and handling incoming/outgoing telephone inquiries; handling of faculty daily mail.
Acts as a liaison for physicians to facilitate communication with university physicians, clinical and support staff, referring physicians, patients, family members, visitors and other callers.
Identifies problems, accesses urgency and proposes corrective actions.
Transcribes, composes and processes routine patient related and administrative correspondence for physicians and leadership team’s review and approval.
Screens incoming telephone calls.
Follow-up as needed.
Cancels/schedules patients in UChart/Aria.
Screens and distributes incoming correspondence.
Maintains control of correspondence that requires follow-up.
Distributes and processes accordingly.
Screens and distributes incoming faxes.
Follow-up as needed.