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University of Miami · 1 week ago

Sr. Administrative Assistant - Bascom Palmer Eye Institute- Miami, FL

Miami, FL

Full-time

Onsite

Mid, Senior Level

3+ years exp

The University of Miami's Bascom Palmer Eye Institute is seeking a Senior Administrative Assistant to facilitate efficient office operations within the Department of Specialty and Physician Support. The role involves performing clerical functions, supporting department leadership, and ensuring effective communication and coordination of patient care.

Higher Education

H1B Sponsor Likely

Responsibilities

Supports department and/or department leadership with daily clerical tasks

Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials

Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership

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

Primarily responsible for providing support to assigned clinical specialties and providers in effort to ensure the successful coordination of care for patients throughout their journey

Addresses and documents patient inquiries and communications in a timely manner through answering patient phone calls, responding to emails, monitoring EMR inbasket messages and tasks, and escalating/assigning requests as needed to ensure proper resolution

Provides coordination and support to clinical practices, providers, clinical support staff, and patients

Proactively assesses patient volumes and clinic flow among assigned specialties, improves the distribution of patient assignments to promote efficiency, and escalates patient scheduling issues to the clinical logistics team to facilitate optimization of scheduling templates

Assists physicians with clinical activities to resolve any delays and guides patients as needed through each step of their appointment in order to improve the overall patient experience

Reviews provider schedules in advance to ensure patients are scheduled appropriately and all pre-appointment requirements have been completed such as referrals, insurance authorizations for medication and procedures, test orders, etc

Assists in scheduling patients as needed and follows up with patients who cancel, reschedule, or do not show for their appointments to ensure appropriate continuum of care

Uses discretion to determine whether patients need to be seen urgently and expedites the scheduling of appointments with a provider or fellow

Answers patient inquiries regarding medications/prescription refills, reports side effects to provider, and shows good judgment and understanding of the particular problems associated with high risk medications

Manages internal/external referrals and arranges appointments with medical specialists to assist in patient care

Researches and confirms outside physician contact information and requests updates to the Health System provider directory

Assists clinical research coordinators as needed to facilitate care for study patients

Provides ancillary, clerical, or medical related support to providers which may include patient care, clinical activities, student services, reporting/statistics, and other business needs

Assists in assigning Fellows to individual clinics and works with Fellows to assure coverage of patients when faculty are not in clinic

Prepares EMR correspondence for fax transmission or mailing when this cannot be done through EMR and scans documents to EMR Media tab with proper labels on a daily basis

Assists clinical support staff in updating Care Teams in the EMR

Promotes patient utilization and understanding of the EMR patient portal for electronic communications, test results, pre-appointment documentation, etc

Qualification

Microsoft OfficeOffice proceduresRecord keepingEffective communicationInterpersonal relationshipsAttention to detailConfidential information handling

Required

High school diploma or equivalent

Minimum 3 Year Of Relevant Experience

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)

Benefits

Medical

Dental

Tuition remission

And more

Company

University of Miami

Glassdoor3.9

At UM you'll join a diverse and energized academic community.

Founded in 1925

Coral Gables, fl, US

5001-10000 employees

http://miami.edu

H1B Sponsorship

University of Miami has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (208)

2024 (151)

2023 (149)

2022 (121)

2021 (95)

2020 (114)