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The University of Miami is currently seeking a Senior Administrative Assistant to work at Soffer Clinical Research Center in Miami. The incumbent performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office. The candidate for this position will report to the Assistant Chair and will manage the Faculty Administrative Support Unit for the Department of Public Health Sciences' general administrative matters. The Senior Administrative Assistant performs both technical and complex administrative projects as well as general clerical work in support of the day-to-day operations of the assigned unit. Applies independent judgment in the completion of assignments which include data compilation and analysis, the development and preparation of unit and project and discretionary budgets, and monitoring faculty administrative support unit expenses. May act as a lead to lower level administrative staff assigned to the unit.
CORE JOB FUNCTIONS
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.
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:
High school diploma or equivalent
Bachelor's degree preferred
Experience:
Minimum 3 years of relevant experience
Equivalent combinations of education/experience may be considered.
DEPARTMENT ADDENDUM
Department Specific Functions
The candidate for this position will report to the Sr Administrative Officer and will manage the Faculty Administrative Support Staff Unit for the Department of Public Health Sciences' general administrative matters.
The Senior Administrative Assistant performs both technical and complex administrative projects as well as general clerical work in support of the day-to-day operations of the faculty administrative support staff.
Applies independent judgment in the completion of assignments which include data compilation and analysis, the development and preparation of unit and project and discretionary budgets, and monitoring faculty administrative support unit expenses.
Will act as a lead to lower level administrative staff assigned to the unit.
DUTIES AND RESPONSIBILITIES:
• Responsible for managing administrative support which often includes details of a confident -ial nature for the Department of Public Health Sciences.
• Responsible for the faculty administrative support unit fiscal budget.
• Will assist at the faculty request, on managing faculty discretionary allocation spending and tracking expenditure approvals.
• Primarily exercises discretion and independent judgment in daily activities.
• Responsible for the day to day management of the Faculty Administrative Support Unit.
• Work directly with a faculty when confidential information is being submitted.
• Interprets and adapts internal processes to comply with guidelines as they develop or change within UMSOM.
• Analyzes operating practices and processes and recommends changes as needed.
• Provides recommendations to solve administrative problems and to improve Faculty administrative support processes.
• Works closely with the Sr. Administrative Officer and the Asst. Director of Business Operations regarding matters related to compliance, policies and procedures.
• Interacts with departmental faculty, departmental administrators, other university administrators, central offices, and external administrators to coordinate meetings and initiatives.
• Ensures work products meet required deadlines and standards of quality.
• Resolves unique situations where each contact must be handled differently using judgment and discretion.
• Responsible for planning and organizing work related to major projects for the department faculty this could include manuscript formatting, updating other support documents, compiling references for a manuscript and/or grant submission.
• Manage special projects as assigned by the Sr. Administrative Officer and the Asst. Business Operations Director.
• Review, revise and create SOP's for all faculty support administrative functions, University systems, processes and tasks.
• Oversees and monitors the process and timeliness of faculty requests made to the division students to schedule meetings, conferences, travel and maintenance of all information relevant to the meetings as requested by faculty.
• Oversees and ensures (per faculty requests) that all appropriate travel arrangements are made accordingly for faculty conferences, domestic and/or international site visits, collaborating institutions, and other travels as needed.
• Supervises, trains and manages faculty administrative support staff with the organization, prioritization and scheduling of all administrative support tasks including but not limited to meetings, preparation of PowerPoint presentations, logistics for visitors, (coordination of information gathering and development of drafts), talking points, formatting documents, publication searches, CV updates, meeting agendas etc.
• Take minutes for divisional faculty meetings as requested by division directors.
• Oversees, trains, and preparation of financial forms and processes (IDRs, eBERF's, POs, work orders, check requisitions, supply orders, reconciliation of travel cards for Faculty, etc.) and provide overall support to division faculty members as requested.
• Oversees the scheduled events for department, room reservations, ensure room is set up to accommodate all attendees, arranging AV support as needed, organizing and printing agendas, and ordering food and refreshments as needed including completion of ECC form (event prior approval form to medical finance) as requested by faculty.
• Trains, develops, manages and oversees the performance of assigned administrative support personnel and workload accordingly.
• Oversight of administrative support staff will be required.
• Resolves unique situations where each contact must be handled differently using judgment discretion.
• Other duties as assigned.
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.
