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  • Administrative Assistant, Bascom Palmer Eye…

    University of Miami (Palm Beach Gardens, FL)



    Apply Now

    Current Employees:

    If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) 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 (https://my.it.miami.edu/wda/erpsec/tipsheets/ER\_eRecruiting\_ApplyforaJob.pdf) .

     

    The University of Miami, Bascom Palmer Eye Institute, has an exciting opportunity for a Administrative Assistant for our Palm Beach Gardens location. The incumbent is expected to coordinate the activities for assigned physicians and Director of the Palm Beach Gardens office. They will coordinate all tasks which are medically related to the physicians. Moreover, 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

    Education:

    High school diploma or equivalent

    Experience:

    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 ADDENDUM

    The Administrative Assistant is responsible for:

    + Complete assignments requiring the collection and organization of data and, if requested, perform data analysis.

    + Serve as a primary information resource regarding service and program policies, procedures, and operational 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/department.

    + Schedules appointments and updates calendars.

    + Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.

    + Processes physician reimbursements for work related expenses.

    + 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.

    + Perform administrative work as requested by the doctors on the glaucoma service.

    + Answers phones, take accurate messages, answer routine questions, and transfer calls to appropriate individuals.

    + Monitor faxed requests for prescription refills and follow the prescription refill protocol.

    + Process incoming and outgoing mail including interoffice mail on a daily basis.

    + Greet visitors and callers, handle their inquiries, and direct them to the appropriate person(s).

    + Provide patient records including e-prescribe and electronic records to the doctors as needed.

    + Refer specific requests to the appropriate department or individual and follow-up until the requests have been resolved.

    + Liaise with the appropriate department or office regarding overbooks, schedule changes, template changes, clinical staffing, day-to-day clinical functions, and vacation requests for doctors, fellows, and for the employee himself or herself.

    + Maintain calendar(s) for those doctors who request this service. The calendars should contain scheduled travel, meetings, conferences, depositions, vacations, clinic, surgery, etc. It is appropriate for the calendar to also include personal obligations if the doctor chooses to have them on the calendar as a way to avoid conflicts.

    + Order office supplies.

    + Compose correspondence, such as documentation of upcoming exams and testing for international patients, that is not specifically medical.

    + Prepare financial forms (IDRs, BERFs, POs, work orders, check requisitions, Ariba, etc).

    + Provide support and organization of all aspects of the Glaucoma Fellowship program at Bascom Palmer Palm Beach Gardens.

     

    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.

     

    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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.

    Job Status:

    Full time

    Employee Type:

    Staff

    Pay Grade:

    H4



    Apply Now



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