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The UHealth System at the University of Miami has an exciting opportunity for a full time Sr. Administrative Assistant in the Radiation Oncology Department at the Sylvester Comprehensive Cancer Center in Miami.

SUMMARY

Provides administrative support, coordinates the daily functions, projects and activities for the Radiation Oncology Department Faculty, Administrators, and member of the leadership team. Establishes objectives and timelines; determining priorities, managing time, monitoring progress; problem-solving. Prepares correspondence on behalf of the department, including prioritizing correspondence and messages for review, prepares appropriate reference and background research materials for participation in meetings and conferences. Assumes responsibility for and serves as the liaison with various business associates within and outside the University the day-to-day management for the Faculty, Administrators, and member of the leadership team; this often requires information and data gathering and prompt responsiveness.

Administrative Duties

• Primarily exercises discretion and independent judgment in daily activities.
• Assists the Division Chief of Biology and the Biology Division Faculty.
• 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 and Division Chief: 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 Division Chief’s University-related daily administrative activities and appointment schedules. Efficiently coordinates Faculty’s calendar.
• Responsible for submitting vacation and meeting request for approval. Coordinates and processes meeting and conference requests to include travel arrangements for the Biology Division Faculty (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 faculty to facilitate communication with University personnel, clinical, academic and support staff, 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.
• 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.

Knowledge, Skills, and Abilities:

• 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. 

Education Requirements (Essential Requirements):

• High school diploma or equivalent. Bachelor’s degree preferred.

Supervision Received:

Director, Business Operations

Work Experience Requirements (Essential Requirements):

• High School Diploma plus minimum of five years of progressive secretarial experience in a medical setting. Proficient in Microsoft Word, Outlook, Excel, and PowerPoint. Must have excellent communication skills and be personable. Bilingual (English/Spanish) preferred. Needs to have the ability to work on an independent basis.

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. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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