Executive Assistant

University of Miami•Miami, FL

9d•Onsite

About The Position

The department of Medicine has an exciting opportunity for a full-time Executive Assistant to work on the UHealth campus. 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 primarily supports the Division Chief of Digestive Health and Liver Diseases, with occasional assistance to the Division Administrator and other divisional leaders as needed. Primary responsibilities include: Acts as lead coordinator for faculty and staff physician interviews: Coordinates candidate’s itinerary and travel logistics and schedules candidate presentations in partnership with the Department Administrator. Provides administrative support to the division recruitment committee in screening candidates and summarizing assessments of each candidate for the Division Chief and Chair. Provides clinical administrative support for the Division Chief’s patient panel: schedules patients for clinic visits and procedures, obtains and prepares/summarizes clinical records prior to each visit, ensures follow-up tests and appointments are scheduled. Handles escalations and HPPS as needed. Prioritizes and manages multiple projects and/or special assignments requested by the Division Chief. Plans and executes annual and ad-hoc events including Divisional Grand Rounds, endowed lectures, Faculty meetings. 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.

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

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.
Acts as lead coordinator for faculty and staff physician interviews: Coordinates candidate’s itinerary and travel logistics and schedules candidate presentations in partnership with the Department Administrator.
Provides administrative support to the division recruitment committee in screening candidates and summarizing assessments of each candidate for the Division Chief and Chair.
Provides clinical administrative support for the Division Chief’s patient panel: schedules patients for clinic visits and procedures, obtains and prepares/summarizes clinical records prior to each visit, ensures follow-up tests and appointments are scheduled.
Handles escalations and HPPS as needed.
Plans and executes annual and ad-hoc events including Divisional Grand Rounds, endowed lectures, Faculty meetings.