Executive Assistant

University of Miami•Miami, FL

12d•Onsite

About The Position

The Department of Medicine at the University of Miami is hiring a full-time Executive Assistant to work on the UHealth campus. The role leads a broad range of executive-support activities and special projects for top-level leadership (Assistant Vice President and above or equivalent), supporting efficient operations for the office and its functional areas. Responsibilities include schedule and office management, travel coordination, communications, information preparation, and data management and analysis. The Executive Assistant represents the executive and their interests, exercises delegated authority on significant matters, and performs work independently without specific instructions or prescribed procedures. In this department-specific role, the Executive Assistant supports leadership and divisions including Hospital Medicine, Geriatric Medicine, and Palliative Medicine/Care. The position coordinates executive and employee travel, provides administrative and professional-compliance support for more than 100 providers, assists with clinical operations and provider onboarding and offboarding, and prepares materials and data for leadership review and decision-making. The role also coordinates divisional events and may train and supervise lower-level clerical staff. The University of Miami describes its benefits package as including medical and dental coverage, tuition remission, and more. UHealth is a university-based health system providing patient care, research, and medical education.

Requirements

Associate’s degree in a relevant field.
Minimum five years of relevant experience.
General knowledge of office procedures and operations.
Ability to accurately prepare and maintain records, files, reports, and correspondence.
Effective oral and written communication skills.
Ability to handle confidential information with discretion.
Accuracy and attention to detail.
Proficiency with computer software, including Microsoft Office.
An appropriate combination of relevant education, experience, and/or certifications may be considered.

Responsibilities

Provide high-level executive support to top-level leadership and their departments.
Act as an executive liaison and advise others of the executive’s activities and views on policies or issues, using judgment and discretion.
Manage the executive’s calendar, approve or decline meeting requests, and prioritize, reschedule, or cancel meetings to align with deadlines and priorities.
Manage the executive’s travel arrangements and budget; coordinate travel arrangements and reimbursements for more than 100 employees in the executive’s supervisory organization.
Create memos, reports, presentations, project timelines, and other documents for distribution or meetings on behalf of the executive.
Prepare the executive for meetings and presentations and keep the executive informed of relevant information beforehand.
Respond on behalf of the executive using independent judgment and handle confidential information and communications discreetly.
Prioritize and manage multiple projects and special assignments sponsored by the executive.
Plan annual and ad hoc special events, including coordinating vendors and event logistics for the divisions.
Train and supervise lower-level clerical staff as needed.
Complete provider expense reports, CME tracking, license renewals, certification renewals, and other professional compliance management for more than 100 providers.
Organize, plan, and execute content for divisional presentations in Hospital Medicine, Geriatric Medicine, and Palliative Care.
Collect, organize, and analyze data for special assignments that may inform significant decisions concerning patient protocols and hospital operations.
Facilitate the completion, review, and submission of home health orders and death certificates in compliance with regulatory and institutional standards.
Organize and manage physician evaluation meetings and prepare documentation and performance materials for leadership review.
Track meeting attendance and participation metrics for physician incentive calculations and departmental benchmarks.
Maintain and submit physician professional practice evaluation forms, voluntary faculty appointments, and bill area requests.
Onboard and offboard providers, including processing provider enrollment, IPN, badge, parking, payroll, and EHR access paperwork and terminations.
Back up divisional managers by coordinating QGenda changes, moonlighting requests, PLRs, and clinic closures, and participating in oversight of clinical operations.
Follow University and unit-level policies and procedures and safeguard University assets.