Executive Assistant

University of Miami•Miami, FL

About The Position

The Department of Surgery 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. The Executive Assistant provides high-level administrative and operational support for the Department of Surgery’s Divisions of Cardiac, Vascular, and Thoracic Surgery (CVT Surgery). This role functions at an Executive Assistant level, primarily supporting Dr. Juan P. Umana (Chief, Cardiothoracic Surgery), and serves as a centralized administrative liaison across three high-volume surgical divisions. 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. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. The mission of the University of Miami is to transform lives through education, research, innovation, and service. 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 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. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. 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. 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. 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 of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Requirements

Associate’s degree in relevant field
Minimum 5 years of relevant experience
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).

Responsibilities

Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support.
Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion.
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.
Manages executive’s travel arrangements and budget.
Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.
Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
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.
Prioritizes and manages multiple projects and/or special assignments championed by the executive.
Leads the planning of annual or ad-hoc special events.
Trains and supervises lower level clerical staff as needed.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Provide executive-level administrative support to CVT Surgery leadership, including calendar management, meeting coordination, correspondence, document preparation, and project tracking.
Serve as primary administrative liaison for Cardiac, Vascular, and Thoracic Surgery; screen and prioritize requests, visitors, calls, and correspondence.
Coordinate internal and external meetings; prepare agendas, materials, and meeting minutes as needed.
Coordinate faculty reappointment, promotion, and tenure processes.
Maintain and audit faculty and APP records including licensure, board certification, CME, case logs, delineation of privileges, contracts, medical-legal documentation, and professional memberships.
Manage recredentialing across multiple institutions and ensure compliance with University, hospital, and ACGME requirements.
Coordinate observerships and volunteer programs, including international and clinical observers.
Onboarding support for faculty and staff, including system access, IDs, building access, photography, office setup, business cards, lab coats, and equipment.
Coordinate faculty recruitment activities including candidate itineraries, travel, lodging, meals, and interview logistics.
Manage integrated CVT calendars including call schedules and administrative meetings across multiple hospitals.
Administer QGenda scheduling, provider onboarding/offboarding, call pools, and holiday coverage.
Process physician leave requests, travel authorizations, clinic closures, and FMLA documentation.
Support clinic preparation, surgical scheduling coordination, and related administrative workflows–as needed.
Process Workday functions including reimbursements, requisitions, purchase orders, check requests, and time-off reconciliation.
Manage P-Card activity, monthly reconciliation, e-check processing, invoices, and discretionary fund tracking.
Oversee standing service contracts (e.g., Scribe America), including implementation, inventory, and coverage coordination.
Plan and coordinate meetings, conferences, CME activities, and division events
Prepare presentations and reports using Microsoft Office.
Oversee office operations, conference room scheduling, AV systems, surplus, and disposal processes.
Support legal documentation (subpoenas, depositions) as needed.
Perform front desk coverage when required.
Perform other duties as assigned in support of CVT Surgery operations.