University of Miami

Sr. Administrative Assistant (Hybrid/Remote)

University of Miami

full-time

Posted on:

Origin:  • 🇺🇸 United States • Florida

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Job Level

Senior

Tech Stack

Cloud

About the role

  • 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.

Requirements

  • High school diploma or equivalent; Bachelor's degree preferred
  • Minimum 3 years of relevant experience required; experience in an academic or healthcare environment preferred
  • Scientific background or previous exposure to bibliographic review preferred
  • Knowledge, Skills and Attitudes: 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); must demonstrate high level of skill with MS Word, Excel, and Outlook calendaring programs
  • Any appropriate combination of relevant education, experience and/or certifications may be considered