Administrative Assistant

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The Department of Ortho Sports Medicine is currently seeking a full time Administrative Assistant to work in Miami, FL. 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.

• 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.

Note: 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.

Education: High School Diploma or equivalent/relevant experience, certification or license

Experience: Minimum 1 Year Of Relevant Experience Required

Knowledge, Skills and Abilities:

• Learning Agility:
  Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork:
  Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency:
  Skilled in using office software, technology, and relevant computer applications.
• Communication:
  Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

• Is responsible for assisting the department in managing expectations surrounding pre and post patient care.
• Triages patient’s telephone calls and answering any question or solving problems as appropriate; if necessary, transfers call or directly communicates to the provider should the call require their attention.
• Is responsible for scheduling, rescheduling and cancelling clinic appointments as required per provider/administrator request following the proper process.
• Is responsible for monitoring access to new appointments and management of any waiting lists for appointments.
• Is responsible for managing the UChart In basket messages as assigned.
• Obtains or reviews all patient demographic information, insurance information and referral numbers.
• Accurately records all data and maintains necessary records or files relating to clinical care issues.
• Acquires all materials necessary for the patient visit including medical records and x-rays.
• Answers telephone calls professionally and courteously within five rings introducing the practice as requested by the division.
• Communicates with patients regarding delays in schedule.
• Answers telephone calls correctly processing all patient information for messages and patient requests. Enters and routes request to appropriate person within UChart.
• Completes physician’s orders/requests accurately.
• Proactively works physicians clinical schedule to maximize time and manage capacity.
• Whether on the phone or in person, treats all patients, co-workers internal customers with dignity and professionalism.
• Maintains professional relationships with all physicians.
• Works to establish and maintain good working relationships with fellow employees.
• Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice.
• Provides coverage for responsibilities of co-workers when assigned or as needed.
• Follows instructions of and…