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Executive Assistant

2 months ago

Miami, United States University of Miami Full time
Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here 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.

The Chief Innovation Office has a job opportunity for an Executive Assistant to provide administrative and operational support to the Chief Innovation Officer and Vice Provost for U Innovation. Work location: Medical Campus.

CORE JOB SUMMARY

The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

CORE JOB FUNCTIONS
  • Primarily exercises discretion and independent judgment in daily activities.
  • Completes special assignments for highest level of University administration which requires collecting, organizing, and analyzing data and producing reports which may be the basis of significant decisions.
  • Solves operational problems for example supervision, staffing, budget, transfer, equipment, space.
  • May serve as the executive's representative at meetings and express the executive's viewpoints.
  • Contacts or responds to contacts from high-ranking individuals inside or outside the corporation.
  • May involve unique situations where each contact must be handled differently, using judgment and discretion.
  • Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive's viewpoint.
  • Interprets requests and help implement action, deciding whether executive should be notified of important or emergency matters. Interpret and adapt guidelines, including unwritten policies, precedents, and practices.
  • Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
  • Gives recommendations for operational and administrative problems.
  • Issues and interprets operating policies.
  • Assists executive administrative details, often of a confidential nature.
  • Coordinates preparation of operating reports such as budget expenditures, statistical reports, or performance measures.
  • Analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommend changes as needed.
  • Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.
  • Maintains calendar, types, provides routine and general clerical support or medical-related support which may include patient care, student service, reports, and statistics.
  • Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
  • Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Orders office supplies.
  • Composes correspondence or selects standardized formats.
  • Prepares financial forms (IDRs, BERFs, Pos, work orders, check requisitions, etc for department).
  • May provide ancillary support to physicians, clinical activities, business services, student services, etc.
  • Arrange and track travel (hotel, air, itineraries) and reimbursement.
  • Maintain/update NIH biosketch, CV and non-NIH bios.
  • Assist in grant preparation (budgets, compilation of documents, etc.,).

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:

Associate's degree in relevant field. Bachelor's degree preferred.

Experience:

Minimum 5 years of relevant experience. Any appropriate combination of experience and/or certifications may be considered.

Knowledge, Skills and Attitudes:
  • General knowledge of office procedures and operations.
  • Knowledge of simple data processing and transmission principles.
  • Ability to accurately prepare and maintain records, files, reports and correspondence.
  • Ability to read and decipher data on source documents to be entered.
  • Ability to enter and verify information with accuracy and a reasonable rate of speed.
  • Ability to communicate effectively in both oral and written form.
  • 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, PowerPoint, Excel, Adobe).

#LI-YC1

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.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

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.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
H9