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Executive Assistant

2 months ago

Miami, Florida, United States UOMUOMUS 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 department of Informatics & Health Data Science has an exciting opportunity for a Full Time Executive Assistant to work at UHealth. 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.

  • Provide high-level administrative support to the department chair, managing calendars, scheduling meetings, and coordinating travel arrangements
  • Ensure departmental day-to-day activities are handled efficiently, accurately, and in the most expeditious manner possible, meeting procedural guidelines and time constraints
  • Prepare and distribute correspondence, reports, and presentations on behalf of the chair, ensuring accuracy and professionalism
  • Serve as a primary point of contact for internal and external stakeholders, screening inquiries and requests as appropriate
  • Assist with the preparation and dissemination of departmental communications, announcements, and meeting materials
  • Coordinate departmental events, conferences, and seminars, including logistics, catering, and attendee management
  • Handle confidential and sensitive information with discretion and professionalism, always maintaining confidentiality
  • Prepare images, graphs, tables and PowerPoint presentations
  • Prepare and submit forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, and submission of required information to administrative office for processing
  • Collect annual faculty review self-reports, and annual faculty performance evaluations from faculty for chair's review submit final review to administration
  • Prepare student/resident files for annual and semi-annual evaluation of students/residents by the program director
  • Evaluate the curriculum, instituting new protocols, tracking resident/faculty performance for the postdoctoral programs
  • Assist in the development of submissions for grant applications as needed, including reporting requirements and data collection with analysis for current grants, maintaining budget for grants, perform monthly reconciliation of all grants, prepare all requisitions including travel and reimbursements post to account in accordance with the grant
  • Coordinate faculty, administrative support positions which include but not limited to all personnel transactions, faculty recruitment and appointment packages, visas, monitoring faculty and professional appointments with respect to expiration dates for contract renewal and permanent appointment
  • Reconcile expenditure and credit cards, preparation of POs, and other reimbursements as needed.

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, minimum requirement, Bachelor's degree in relevant field preferred.
  • Minimum 5 years of relevant experience

Knowledge, Skills and Attitudes:

  • Must demonstrate a high level of skill with MS Word, Excel, and Outlook calendaring programs.
  • The candidate must be pro-active, highly motivated and follow up on the completion of assigned projects.
  • Must have excellent written and verbal communication skills.
  • Must have excellent time management skills; proven ability to meet deadlines.
  • Must have professional, appropriate appearance and demeanor.
  • Must be able to work with a high level of autonomy and independence and manage multiple priorities and projects successfully.
  • Must demonstrate a high level of organizational and time-management skills as well as ownership and accountability for all responsibilities and activities.
  • Must be able to problem-solve complex issues.
  • Must be able and willing to work and thrive in a fast-paced environment, interact successfully with internal and external customers and co-workers at all levels of the organization, and perform additional duties as assigned by executives.

Any relevant education, certifications and/or work experience may be considered.

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