University of Miami

Operations

• Ensures all administrative operations run smoothly and efficiently
• Evaluates existing internal controls and approval processes and makes recommendations on how to improve fiscal integrity and operational efficiency
• Coordinates, plans and directs services which support the running of the department
• Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns
• Develops and implements department processes
• Oversees the review, approval and reporting of all expenditures
• Implements department human resources actions, which may include hiring, terminations, salary etc
• Recruits, trains and prepares performance reports for staff
• Manages, implements, coordinates, plans and evaluates the administrative operations for the department/division
• Oversees staff in the day-to-day performance of their jobs
• Ensures projects, department milestones/goals are met and adheres to approved budgets
• Purchases and maintains office equipment and supplies
• Tracks and analyzes operational costs
• Manages the delivery of services with other departments
• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures
• Ensures employees are trained on controls within the function and on University policy and procedures.

Senior Manager, Administrative Operations – Strategy & Transformation

Systems Engineer

• Works closely with key stakeholders and subject matter experts in the Miller School of Medicine to plan, implement, and maintain assigned projects and systems.
• Contributes to all phases of the project's lifecycle: planning and prototyping, design, development, conversion, testing and deployment.
• Performs ad-hoc data analyses and reporting, to aid management in the decision-making process.
• May build dashboards or reporting systems for end users pertaining to assigned project(s).
• Provides training and support to users of assigned systems.
• Facilitates decisions regarding the priority of projects and backlog items for implementation.
• Creates clear and detailed business requirement documentation, including the creation of process diagrams.
• Routinely organizes stakeholder meetings and shares meeting minutes, including decisions and action items.
• Uses strategic planning tools and internal analytic tools with high proficiency.
• Serves as a liaison to other departments, vendors, and other external parties to complete assignments.
• Works in partnership with project managers and development teams on assigned projects.
• Stay abreast of industry trends and new technologies related to admission and student success systems and processes.

Business Systems Analyst 3

Content Writer

• Collects and analyzes complex scientific data and concepts
• Assists the Principal Investigator (PI) with the development and/or completion of scientific documents
• Creates, implements, and maintains competitive application templates for grant proposals
• Formats substantive copy and scientific editing, proofreading, and finalizing documents as required
• Ensures the readability, clarity, consistency, and conformance to applicable submissions requirements
• Reviews and ensures document language is scientifically/medically correct
• Communicates with principal investigator and key senior leadership authors as necessary
• Researches, composes and edits clinical/statistical reports and study protocols
• Edits all extramurally funded proposals for grammar, readability, clarity, consistency, and conformance with all applicable requirements
• Drafts, edits, and formats key proposal sections ensuring clarity and scientific accuracy

Grant Writer

Manager

• conduct initial, concurrent and retrospective chart reviews for clinical utilization and authorization
• coordinate with the healthcare team for optimal and efficient patient outcomes, while avoiding treatment delays and authorization denials
• accountable for a designated patient caseload and provide intervention and coordination to decrease avoidable delays
• provide communication of progress and/or determination to the clinical team and/or the patient
• monitor care and act as a liaison between patient/family, healthcare personnel, and insurers
• evaluate the needs of the patient and recommend and facilitate resources for the best outcome

Oncology Prior Authorization Case Manager

Business Analyst

• Conduct highly complex analysis while leading the design, planning, and production of reports and analysis related to quality performance metrics and outcomes measures for the University of Miami Health System.
• Participate in strategic planning and conduct problem analysis for senior management.
• Monitor quality performance, outcomes and/or safety metrics to make recommendations for targeted process improvement projects.
• Prepare overviews and interpretation of reports; and follow up on assigned action items for various projects, meetings, and committees.
• Serve as a reliable resource to hospital staff, physicians, and patients on matters related data analysis.

Quality Management Analyst 3

Administrative Assistant

• Perform a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.
• Support department and/or department leadership with daily clerical tasks.
• Collect, review, analyze complex and/or confidential data and prepare reports, charts, budgets and other presentation materials.
• Respond to or route non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
• Plan meetings and take detailed minutes, as needed.
• Answer phone calls, provides information to callers or connects callers to appropriate staff.
• Schedule appointments and updates calendars.
• Make travel arrangements and reservations for department leadership and staff, as needed.
• Compose and type correspondence, such as informative materials; create spreadsheets and presentations.
• Greet and provide general support to visitors.
• Develop and maintain department filing system.

Senior Administrative Assistant

Business Operations

• Facilitates the prompt resolution of problems related to pre and post care that arise in daily clinical operations
• Performs general administrative and receptionist functions
• Assists patients in a courteous, efficient and professional manner
• Obtains or reviews all patient demographic information, insurance information, and referral numbers
• Reviews clinical records for completeness
• Triage incoming calls, responds to questions, directs calls, and documents messages
• Answer requests from internal and external customers
• Coordinate physician schedule and outpatient clinic
• Supervises appointments for VIP and international patients

Clinical Business Operations Representative

Clinical Research

• Oversees the planning and management of clinical trials and research projects
• Manages the execution of regulatory-related decisions/strategies
• Coordinates central resource services for principal investigators
• Promotes clinical research by providing quality services
• Documents all project-related activities and ensures project files are maintained

Clinical Research Project Manager

• Facilitates the prompt resolution of problems related to pre and post care that arise in daily clinical operations
• Performs general administrative and receptionist functions, including answering incoming calls and managing patients
• Assists patients in a courteous, efficient, and professional manner
• Ensures adherence to divisional and departmental service standards

Clinical Business Operations Representative 2

• Supports department and leadership with daily clerical tasks.
• Prepares reports, charts, budgets, and presentation materials.
• Responds to routine inquiries with standard correspondence.
• Plans meetings and takes detailed minutes.
• Answers phone calls, provides information, or connects callers to appropriate staff.
• Schedules appointments and updates calendars.
• Composes and types of correspondence, creates spreadsheets and presentations.
• Greets and provides general support to visitors.
• Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues.
• Develops and maintains an organized filing system for the department, ensuring confidentiality.
• Provides reception services, schedules meetings, and travel.
• Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents.
• Assists faculty by answering questions, locating information and materials, and assisting in test preparation.

Events

• Repair and maintain facilities and systems
• Collaborate with team members to achieve efficient operations
• Perform troubleshooting and repairs as needed

Facilities Maintenance

• conducts initial, concurrent and retrospective chart reviews for clinical utilization and authorization
• coordinates with the healthcare team for optimal and efficient patient outcomes
• provides communication of progress and or determination to the clinical team and or the patient
• monitors care and acts as a liaison between patient/family, healthcare personnel, and insurers
• evaluates the needs of the patient, the resources available, and recommends and facilitates for the best outcome

Oncology Prior Authorization Case Manager, Non-RN

• Oversee administrative and financial aspects of the Sponsored Programs division
• Review all material budget variances and develop plans of corrective action
• Prepare monthly variance reports for management
• Manage portfolios for private and government grants
• Develop and maintain grant allocation systems
• Formulate comparative analyses of operating programs costs
• Approve all disbursement requests for accuracy
• Establish and assess internal controls compliance with policies
• Train employees on controls within the function

Manager, Sponsored Programs – SCCC Post Award

• Facilitate prompt resolution of problems related to pre and post care that arise in daily clinical operations
• Perform general administrative and receptionist functions, including answering incoming calls and efficient management of patients
• Acquire necessary patient care and records and manage/scan outside records into online system
• Interact and support the Physician and the ARNP/RN to ensure smooth operation of the medical practice; arrange treatments and schedule tests, appointments, procedures, and consultations
• Communicate with physicians, nurses, clinical staff, and patients concerning patient care
• Triage patient problems and inquiries to the appropriate physician or nurse
• Schedule patient tests and procedures with ancillary services in UMHC and JMH, including lab tests, nuclear medicine, x-rays, MRI, psychosocial, etc.
• Schedule Peer to Peer for Radiology exams
• Answer phone calls utilizing the NICE inContact phone system and transfer to admins or APRN/Physician teams as needed
• Perform light administrative duties such as sorting Team Faxes and provide coverage for administrative staff when needed
• Provide accurate and detailed messaging via secure chat, email or Telephone Encounters and ensure precise transcription and documentation
• Support physicians, admins and APRN team by performing tasks related to organization and communication

Clinical Business Operations Representative 3

• Oversee all administrative and financial aspects of sponsored research programs across assigned departments and faculty
• Increase sponsored funding levels and output of funding proposals
• Develop and implement policies and methods to maximize research funding efficacy
• Identify potential donors or funding sources and plan outreach strategies
• Participate in development of grant applications and proposals and oversee proposal submissions
• Manage pre-award tasks including budget development, sponsor guideline review, and liaison with compliance offices
• Coordinate non-funded agreements (DUAs, MTAs, NDAs), no-cost extensions, and amendments
• Handle sponsor communications and submission of required materials (JIT, PRAMs, biosketches, RPPRs)
• Provide post-award oversight including financial forecasting, effort distribution, and expenditure review
• Review and approve requisitions, expense reports, and purchase orders in Workday
• Train employees on internal controls and ensure compliance with university policies
• Supervise sponsored programs staff and prepare performance reports
• Support ad hoc reporting and special projects for the Executive Dean for Research

Sr. Manager, Sponsored Programs

• Adhere and perform timely prospective review for services requiring prior authorization as well as timely concurrent review for continuation of care services
• Follows the authorization process using established criteria as set forth by the payer or clinical guidelines
• Accurate review of coverage benefits and payer policy limitations to determine appropriateness of requested services
• Refers to the treatment plan for clinical reviews in accordance with established criteria and guidelines
• Facilitates communication of denials and or Peer to Peer requests between payers and the healthcare team
• Identifies potential delays in treatment or inappropriate utilization by reviewing the treatment plan, serves as a resource to provide education regarding payer policies and assists with coordination of alternative treatment options
• Ensures and Maintains effective communication regarding authorization status and determination to the clinical team and on occasion the patient.
• Proactive communication with leadership regarding barriers and or potential delays in care
• Identifies opportunities for expedited requests and prioritizes caseload accordingly
• Maintains knowledge regarding payer reimbursement policies and clinical guidelines

• 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.
• Department Specific Functions: Communicates and delivers urgent messages to corresponding providers; Initiates onboarding procedures and assists with offboarding tasks for departing providers/staff members with oversight and guidance from Department Administrator/Sr. Practice Manager; Responsible for annual appointments, promotions, and Tenure (APT) process, & voluntary appointments (staff physicians/VA); Transcribes Divisional Meeting Minutes for distribution and future reference; Coordinates work orders for equipment/office maintenance for faculty; Processes CME expense reports for faculty; Maintains Divisional and Departmental spreadsheet accordingly; Makes travel arrangements and reservations for department leadership and staff, as needed; Oversees Kyrus Website management/updates and other cloud storage systems; Distributes Press Gainey scores to providers; Updates and edits QGenda schedule as needed; Responsible for working with Department Administrator/Sr. Practice Manager in calendar management and scheduling of candidates, events, and business-related activities; Composes emails and correspondence, answers telephone calls and addresses these accordingly, also reserves conference rooms as needed; Responsible for collecting data regarding physician availability for Wards, MOD and On-Call; Distributes corresponding calendars as needed; Processes and distributes mail.
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.

Senior Manager, Administrative Operations – Strategy & Transformation

Business Systems Analyst 3

Grant Writer

Oncology Prior Authorization Case Manager

Quality Management Analyst 3

Senior Administrative Assistant

Clinical Business Operations Representative

Clinical Research Project Manager

Clinical Business Operations Representative 2

Administrative Assistant

Facilities Maintenance

Oncology Prior Authorization Case Manager, Non-RN

Manager, Sponsored Programs – SCCC Post Award

Clinical Business Operations Representative 3

Sr. Manager, Sponsored Programs

Oncology Prior Authorization Case Manager, Non-RN

Sr. Administrative Assistant (Hybrid/Remote)