Administrative Assistant

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The University of Miami, Bascom Palmer Eye Institute, has an exciting full time opportunity for an Administrative Assistant in Miami, Florida.

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/relevant experience, certification or license
Certification and Licensing:
Refer to department description for applicable certification requirements
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.

DEPARTMENT ADDENDUM

The responsibilities of the Administrative Leader of the Neuro-Ophthalmology Service are to provide comprehensive professional level support in all aspects of the neuro-ophthalmology service.

The neuro-ophthalmology takes care of patients with the widest spectrum of diseases and conditions than any other ophthalmology subspecialties. This includes patients with optic neuropathies, ocular motility diseases, pupil abnormalities, brain tumors, central nerve system diseases, unexplained visual loss, visual phenomena, periorbital pain and headaches, traumatic brain injuries, and inherited retinal diseases.

In addition, many patients taken care by the neuro-ophthalmology have acute emergencies (e.g. brain lesions, aneurysms, giant cell arteritis) or have chronic disabling issues that causes permanent visual loss and long-term disabilities. In fact, many of these emergency patients come through the BPEI emergency room or through urgent requests from the referral physicians.

Therefore, the responsibilities of the administrative leader are far beyond those of other ophthalmology subspecialties.

Clinical Support Responsibilities

• Review and adjust patient clinical appointment schedules for faculty clinics and neuro-ophth resident clinics to ensure proper testing are scheduled and to optimize patient flow and patient perception scores.

• Ensure referrals to neurosurgery, neurology, endocrinology, rheumatology, etc. are made and expedited so patient care will not be compromised.

• Obtain and confirm authorizations for specialized medications (e.g. Tepazza, botox) in a timely manner.

• Obtain timely appointments for procedures (e.g. neuroimaging, spinal taps)

• Facilitate specialized treatments (e.g. Luxturna gene therapy) and ensure required authorizations, testing and surgeries are scheduled properly.

• Process and submit gene therapy testing (e.g. Invitae, Molecular Vision Laboratory) for patients and notify the faculty when results are available.

• Obtain external MRI CT CD images and other test results needed for patient care.

• Monitor faculty In-Baskets and resolve issues and notify faculty of urgent matters. 

• Field and resolve patient issues including appointment issues, patient care needs, disability forms, leave requests, referral to low vision, work and school accommodations, license forms, etc.

• Field requests ad resolve requests from outside physicians regarding existing patient issues and new patient referrals

Academic and Fellowship Support Responsibilities

• Monitor and adjust fellowship clinical schedule to ensure faculty neuro-ophthalmology clinics are properly supported in Miami, Lennar, Plantation, Palm Beach Gardens, and Naples.

• Organize fellowship applications and schedule fellowship interviews.

• Maintain the weekly internal neuro-ophthalmology service meeting agenda and carrying out action items from the internal meeting.

Faculty Support

• File faculty leave requests and reimbursements (e.g. travel, publications)

• Order necessary faculty office supplies and clinic items.

• Cancel and re-schedule patients for faculty sick or other unexpected leaves and adjust patients’ new appointments based on clinical urgency.

• Schedule legal depositions requests.

Administrative support to Dr. Lam, the Director of Clinical Research Unit at BPEI. The unit supports and deals with issues of BPEI clinical studies.

• Interact with study personnel to field requests and solve issues.

• Field and Schedule research meeting requests.

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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