Executive Assistant

University of Miami•Miami, FL

12d•Onsite

About The Position

The University of Miami’s Department of Medicine 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), helping facilitate efficient operations. The Executive Assistant exercises delegated authority on significant matters and performs work independently, without specific instructions or prescribed procedures. The position supports the divisions of Hospital Medicine, Geriatric Medicine, and Palliative Medicine, and serves as an executive liaison for those divisions. The Executive Assistant manages the executive’s schedule, meetings, travel, budget, communications, office activities, and information. The role also coordinates travel arrangements and reimbursements for more than 100 employees reporting within the executive’s supervisory organization, and provides professional compliance support for more than 100 providers, including expense reports, CME tracking, license and certification renewals, and related compliance management. Additional work includes supporting clinical operations, provider onboarding and offboarding, physician evaluation processes, special projects, and divisional events. The role may train and supervise lower-level clerical staff and serves as a backup to divisional managers. The University of Miami offers competitive salaries and a comprehensive benefits package, including medical, dental, and tuition remission. UHealth is a university-based health system serving South Florida, Latin America, and the Caribbean, with patient care supported by research and medical education at the Miller School of Medicine.

Requirements

Associate’s degree in a relevant field.
At least 5 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 for Hospital Medicine, Geriatric Medicine, and Palliative Medicine, advising others of the executive’s activities and views using judgment and discretion.
Manage the executive’s calendar, evaluate meeting requests, prioritize meetings, and reschedule or cancel meetings to align with deadlines and priorities.
Manage executive travel arrangements and budget, and coordinate travel and reimbursements for more than 100 employees in the executive’s supervisory organization.
Prepare expense reports, track CME, and manage provider license renewals, certification renewals, and professional compliance for more than 100 providers.
Create memos, reports, presentations, project timelines, and other documents for distribution or meetings on behalf of the executive.
Organize, plan, and execute content for divisional presentations in Hospital Medicine, Geriatric Medicine, and Palliative Care.
Prepare the executive for meetings and presentations and provide important information in advance.
Respond on behalf of the executive and handle confidential incoming, outgoing, and electronic communications with discretion.
Collect, organize, and analyze data for special assignments that may inform decisions about patient protocols and hospital operations.
Facilitate review and submission of home health orders and death certificates in compliance with regulatory and institutional standards.
Organize 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 enrollment, IPN, badge and parking access forms, and termination of payroll, parking, badge, and EHR access.
Serve as backup to divisional managers; coordinate QGenda changes, moonlighting requests, PLRs, and clinic closures; and participate in oversight of clinical operations.
Prioritize and manage projects and special assignments championed by the executive.
Plan annual and ad-hoc special events, coordinate events for the divisions, and work with vendors to ensure successful events.
Train and supervise lower-level clerical staff as needed.
Follow University and unit-level policies and procedures and safeguard University assets.