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Sr. Administrative Assistant

Employer
University of Miami
Location
Miami, FL

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Job Details

Job location: Miami, FL


Employment Type: Full-time
Posted data: 2021-02-02
Req: R100043416
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.

Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

Department Specific Functions

The primary function of this position is to provide administrative support to the Chief of the Neuromuscular Division and the Neuromuscular program as a whole.

Administrative & Academic Support Responsibilities

Answer phones, triage, and follow-through on messages and information requests from internal and external customers Coordinate general and professional correspondence associated with the faculty member’ academic, research and clinical work. Copy, fax and scan documents for distribution, filing, meetings, etc. Schedule and coordinate physician’ calendar including interviews, on and off campus meetings, lectures, conferences, departmental meetings, and special programs for patients and faculty. Greet faculty guests and visitors and arrange meetings rooms, etc. Arrange catering for meetings as needed. Prepare and submit leave requests and vacation/leave tracking forms as outlined by Department and University policy. Work closely with Department’s clinical operations staff to ensure seamless coordination between the faculty members’ clinical activities and their academic/administrative work. Prepare and coordinate travel arrangements including reservations for hotels, air travel and other related arrangements. Prepare and submit forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, preparation of BERF and submission of required information to administrative office for processing. This also includes monthly reconciliation of credit card and submission of all relevant materials for BERF submission and reimbursement. Responsible for the maintenance, requisition and submission of supplies for division. Make arrangements for changes, moving or repair of phones, computers, pagers, etc. as needed by faculty members. Update and submit renewals of licenses and DEA. Responsible for membership payments, as well as assist with initial credentialing and re-credentialing. Distribute updated documents to appropriate entities internally as well as externally. Maintain updated physician’s documentation (CME, Boards, certifications, etc.). Maintain files and coordinate storage needs for Division. Additional support to Division Administrator as needed. Assist in the preparation of manuscripts for submission to journals. Prepare images, graphs, tables and PowerPoint presentations. Update CVs, and assist with grant submissions. Coordinate meetings and research related workshops. Provide coverage to other administrative assistants within the department as needed. Provide support to Neuromuscular clinical team as needed.

Minimum Qualifications (Essential Requirements):

Bachelor's degree or equivalent and minimum of three year's related experience, preferred in an academic, healthcare environment. Scientific background or previous exposure to bibliographic review preferred.

Must demonstrate high level of skill with MS Word, Excel, and Outlook calendaring programs.

The candidate must be pro-active, highly motivated and follow up to completion of assigned projects. Must have excellent written and verbal communication skills. Must have professional, appropriate appearance and demeanor. Must be able to work with 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, and to interact successfully with internal and external customers and co-workers at all levels of the organization. Will be expected to represent the Division and the Department with the highest level of professionalism and behavior.

CORE QUALIFICATIONS

Education:

High school diploma or equivalent required

Experience:

Minimum 3 years of relevant experience.

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


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 maintain effective interpersonal relationships
  • 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)

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:

c104

Organization

The University of Miami is one of America's top research universities located in one of the most dynamic and multicultural cities in the world.

A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System (“UHealth”) have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The mission of the University of Miami is to transform lives through education, research, innovation, and service

The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.

Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. With more than $413 million in research and sponsored program expenditures annually, the University of Miami is a member of the prestigious Association of American Universities (AAU). Only 3 percent of four-year institutions in the nation are invited to join the AAU, which recognizes breadth and quality of research and scholarship. While the majority of this work is housed at the Miller School of Medicine, investigators conduct hundreds of studies in other areas, including marine science, engineering, education, and psychology.

The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.

Transforming lives

With more than 17,000 faculty and staff, the University strives for excellence and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

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