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Executive Assistant

4 months ago

Miami, United States University of Miami Miller School of Medicine 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 Cell Biology is currently seeking a full time Executive Assistant to work in Miami. 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

1. Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support.

2. Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion.

3. 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.

4. Manages executive's travel arrangements and budget.

5. Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.

6. Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.

7. 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.

8. Prioritizes and manages multiple projects and/or special assignments championed by the executive.

9. Leads the planning of annual or ad-hoc special events.

10. Trains and supervises lower level clerical staff as needed.

11. 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.

CORE QUALIFICATIONS

Education:

Associate's degree in relevant field

Experience:

Minimum 5 years of relevant experience

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 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).



Department Specific Functions

Performs administrative functions such as composing or dictating correspondence, scheduling appointments, updating calendars etc.

* Scheduling appointments for the Chairman of the department


* Scheduling of Faculty and Chair meetings


* Conference Room scheduling (Outlook calendar)


* Correspondence for the Chairman and faculty as needed



Maintains calendar, provides routine and general clerical support for department faculty and staff and institutional shared calendars

* Cell Biology List Serve communication liaison person


* Place clerical supplies requisitions for the department faculty



Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals. Assists in preparing Workday orders, check requisitions, expense reports, PCards transactions and reconciliations, etc for the whole department as needed:

* Submit all Operational Workday orders


* Expense reimbursement for the Chair, faculty and research staff


* PCard transaction monthly reconciliation and also transactions when needed.


* Assist with vendorizing companies in Workday when needed



Assists in day-to-day operational needs for Cell Biology Faculty and department

* Xerox machine loading of paper and toner as needed



Assists in preparation of reports and collection of data for departments budget purpose

* Enter all Workday transactions in departmental ledger


* Equipment certification data collection



Coordinates all aspects of the Department Research Forum Seminar Series

* Requires scheduling speaker, reservations and logistical support



Responsible for logistics and coordination of Department activities and projects in both facilities and administrative areas, including coordination and facilitating of meetings and special events; requests for Physical Plant services (housekeeping, receiving, moving, surplus, equipment repairs) and Telecommunication and Information Technology requests

* Placing maintenance and repairs calls when needed


* Processes department Surplus requests.


* Telecommunication and IT requests for the department



Assist with data entry of departmental Space and Equipment for UM Audit reports Gives recommendations for operational and administrative problems. Analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommends changes as needed. Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.

* Assists incoming visitors while they are visiting the department.



May provide ancillary support to faculty, staff, business & student services, etc. Will work closely with the office of Faculty Affairs to submit required documents for New Appointments, Secondary Appointments, Promotions & Tenure candidates Performs other duties as assigned.

* Verify vendor invoice payment status and processing when needed.


* Assist with obtaining vendor invoices for open encumbrances.


* DS2019 and H1B visa processing.



Updating Chaiman's CVs

Organizing all meetings for Chair

Review PowerPoint Presentations for the Chair

Assist with the process of collecting and processing Invoices.

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