Senior Administrative Assistant

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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