Job Description

Current Employees:

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The University of Miami Health System, "UHealth", Department of Pediatrics- Neonatology has an exciting opportunity for a Full-Time Sr. Administrative Assistant to work in Miami.

The Senior 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 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.

Department Specific Functions:

• Primarily exercises discretion and independent judgment in daily activities.

• Provides administrative support to Division Faculty. 

• Completes special assignments requiring collecting, organizing, and analyzing data, which may be the basis for significant decisions.

• Maintains calendars, provides routine and general administrative support to the Director and division faculty which may include manuscript preparation, composing correspondence, meeting and travel assistance, and academic reports.

• Assists running reports to ensure expense reimbursements and purchase orders are completed.

• Trains new office staff in activities related to the division as needed.

• Responsible for processing applications and documents for visitor and research program.

• Performs complex assignments and resolves issues and problems referred by the faculty or the supervisor.

• Ensures completed work products meet required timelines and standards of quality and quantity.

• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.

• Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.

• Orders office supplies when necessary.

• Composes correspondence or completes standardized forms.

• Prepares financial forms/Workday (IDRs, POs, work orders, check requisitions, reimbursements, etc. for division).

• May provide ancillary support to physicians, clinical activities, business services, student services, etc.

• Other duties as assigned.

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:

• High school diploma or equivalent 

• Minimum 3 years 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)

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 for additional information.

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