Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/ER\_eRecruiting\_ApplyforaJob.pdf) . The University of Miami/UHealth Department of Sports Medicine Nursing is currently seeking a full time Sr. Project Coordinator to work in Coral Gables, FL. The Senior Project Coordinator (H) coordinates project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects. CORE JOB FUNCTIONS + Assists with the assignment of tasks to internal teams to include schedule management. + Assists with budget preparation and tracks all project related expenditures. + Monitors project progress and addresses any issues that arise. Assists with the identification of completion shortfalls. + Acts as the point of contact and communicates the project status to relevant stakeholders. Communicates timeline changes and new information to project team. + Creates and maintains comprehensive project documentation, plans and reports. Ensures all needed documentation is current and properly filed and stored. + Ensures adherence to standards and requirements by reviewing project objectives against deliverables. + Organizes, attends and participates in project meetings. + Prepares necessary presentation materials for project meetings. + Records minutes and takes detailed notes during meetings. + Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects. + Adheres to University and unit-level policy 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 Experience: Minimum 3 years of relevant experience Knowledge, Skills and Attitudes: + Ability to communicate effectively in both oral and written form. + Ability to maintain effective interpersonal relationships. + Ability to work independently and/or in a collaborative environment. + Ability to accurately prepare and maintain records, files, reports and correspondence. + Ability to understand and follow instructions. + Skill in completing assignments accurately and with attention to detail. + Ability to manage a budget and work within the constraints of that budget. + Ability to process and handle confidential information with discretion. + Proficiency in computer software (i.e. Microsoft Office). Department Specific Functions Management + Manage the Department’s OR utilization schedule to ensure compliance with University policies and guidelines. + Optimize the use of Orthopaedics OR Block Time: + Strategize with Chair, Vice Chair of Clinical Operations and SAO the use of OR time to create, develop and maintain communication within the Department to provide visibility, access to unused block time and ensure optimal utilization of block time. + Move cases booked outside of block time into currently assigned blocks + Work with the Faculty and Surgery schedulers to push backlog volumes into unused block time. Accommodate those patients that clinic cancellations falls in 45-day window + Monitor and update the release schedule for Orthopaedics Cases. + Work with Faculty and Surgery schedulers to move and open block that are below times. + Manage the implementation and maintenance of the Olive scheduling authorization program. + Ensures employees comply with all University, Hospital, and Departmental policies. + Mentors and trains surgical scheduling team. + Assist with recruitment and onboarding process for physicians to the OR in collaboration with OR site leaders + Completes annual reviews for staff: Surgery Schedulers. + Conducts staff meetings. + Acts as a liaison between all Division of Orthopedic employees. + Works in close relation with Senior Medical Assistant to ensure an efficient and effective operation that supports our hospital and department mission. + Revises department policy and procedure manual as related to Orthopedic Surgery Scheduling. + Review commercially available software (Docspera, LeanTaas) to determine if these systems can assist with automating the use of wait listing to fill cancelled OR slots. + Attend OR leadership meetings on behalf of the department Administrative + Responsible for all division specific in-patient and out-patient OR (operating room) procedures including insurance PA initiation and authorization, scheduling procedure date, arranging pre-admission testing/clearance and orders (COVID-19, toxicology, bloodwork), scheduling first postop + appointment, and providing patient with admission details and instructions, for the Sports Medicine division. + Serve as the liaison between the providers and the OR team, submitting detailed case orders and coordinating equipment for use in the OR. + Authorized point person to open, close, reduce, add-on appointment slots and sessions as needed for surgeons and physician assistants + Maintains faculty OR calendars, adjusting schedule according to departmental need and faculty request. + Provides back up support for triage desk for post-op patients. Answers incoming patient calls, routing based on urgency, answering/resolving routine requests. + Responds to patient inquiries, compliments or complaints promptly and troubleshoot problems for quick resolution ensuring patient satisfaction. + Coordinates with hospitals and vendors for special cases or circumstances including lining up appropriate surgical representatives from surgical instrumentation companies to ensure any necessary supplies and reps are present on the day of surgery + Ensures documentation is complete to support accurate billing of surgical procedures. + Works with other members of the Department of Orthopaedics to strategically assign OR time to various surgeons within the department + Assists with clinic closures and reschedules by contacting patients and rescheduling appointments + Cooperates with departmental leadership to maximize reimbursements, including adjusting authorizations, assisting with retro-authorizations, etc. + Receives and processes paperwork from patients including leave forms, disability requests, and other documentation 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 - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information. Job Status: Full time Employee Type: Staff Pay Grade: H7