Executive Assistant

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 Department of Medical Student Education as an exciting opportunity for a full-time Executive Assistant to work in Miami, FL. 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.

• Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support.
• Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion.
• Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for executive to include the rescheduling and/or cancellation of other high-level meetings.
• Manages executive's travel arrangements and budget.
• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.
• Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
• Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive.
• Prioritizes and manages multiple projects and/or special assignments championed by the executive.
• Leads the planning of annual or ad-hoc special events.
• Trains and supervises lower level clerical staff as needed.
• Adheres to University and unit-level policies 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.

MINIMUM QUALIFICATIONS

• Associate's degree in relevant field
• Minimum 5 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 process and handle confidential information with discretion.
• Skill in completing assignments accurately and with attention to detail.
• Excellence in customer service
• Proficiency in computer software Microsoft Office Suite (i.e. Microsoft Office, Excel).

Department Specific Functions

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.

• Reports to and supports the Senior Associate Dean for Student Affairs and their division of Student Affairs with high-level executive support.
• Acts as executive liaison and advises others of the Senior Dean's activities and views on policies or issues, using judgment and discretion.
• Manages the Senior Dean's calendar and approves/declines meeting requests on behalf of the Dean to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for Dean to include the rescheduling and/or cancellation of other high-level meetings.
• Manages the Senior Dean's travel arrangements and budget.
• Submits work orders, purchase orders, processes reimbursements, reconciles PCards and Travel Cards, processes requisitions, and invoices, maintained within Office of Student Services and Student Affairs budget constraints.
• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the Senior Dean.
• Ensures Senior Dean is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
• Uses independent judgement to respond on behalf of the Senior Dean, ensuring the confidential handling of information, correspondence, and communications, including incoming, outgoing, and electronic communications on behalf of executive.
• Orders and maintains office and clerical supplies.
• Prioritizes and manages multiple projects and/or special assignments championed by the Senior Dean.
• Works closely with faculty and staff from all units in Students Affairs including Office of Student Services and Office of Academic Enrichment, to ensure streamlined communication from the Senior Dean.
• Provides administrative support on an as needed basis to the Office of Student Services team.
• With support from central medical education finance team, oversees and manages vendor contracts for Office of Student Services.

Any appropriate combination of relevant education, experience and/or certifications may be considered.

#LI-NN1

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:

Employee Type:

Pay Grade: