Sr. Administrative Assistant

University of Miami•Miami, FL

26d

About The Position

The University of Miami/UHealth Department of Pediatrics is hiring a full-time Senior Administrative Assistant for its Division of Neonatology in Miami, Florida. The role provides high-level administrative and operational support to the Division Chief/Physician-in-Chief and Division faculty, helping ensure the Division functions efficiently and effectively. The position supports daily administrative operations, complex and confidential matters, faculty and leadership priorities, and coordination among internal and external stakeholders.

Requirements

High school diploma or equivalent.
At least 3 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 maintain effective interpersonal relationships.
Ability to handle confidential information with discretion.
Accuracy and attention to detail when completing assignments.
Proficiency with computer software, including Microsoft Office.

Responsibilities

Support department leadership with daily clerical and administrative tasks.
Collect, review, and analyze complex or confidential data and prepare reports, charts, budgets, and presentation materials.
Respond to or route non-routine, priority, or confidential inquiries and prepare correspondence or other communications on behalf of leadership.
Plan meetings and take detailed minutes as needed.
Answer calls, provide information, or connect callers with appropriate staff.
Schedule appointments and maintain calendars.
Arrange travel and reservations for department leadership and staff as needed.
Compose correspondence and create spreadsheets and presentations.
Greet and provide general support to visitors.
Develop and maintain the department filing system.
Follow University and unit policies and procedures and safeguard University assets.
Manage daily administrative operations, exercise independent judgment, and prioritize competing demands.
Provide primary administrative support to the Division Chief/Physician-in-Chief, including managing confidential matters, anticipating needs, coordinating priorities, and facilitating resolution of issues.
Manage complex calendars for the Division Chief/Physician-in-Chief and assigned faculty, coordinating clinical, academic, research, and leadership commitments and resolving conflicts.
Provide comprehensive administrative support to 6–8 Division faculty, including correspondence, meeting coordination, presentation and manuscript support, travel, and other administrative needs.
Coordinate Division initiatives and special projects, and maintain information and data supporting leadership priorities and decisions.
Prepare, review, and process administrative and financial documentation, including business expense reimbursements and travel-related documents, ensuring accuracy, compliance, and timely submission.
Support academic, clinical, and research operations by coordinating meetings, maintaining records, assisting with reports and documentation, monitoring deadlines, and facilitating follow-up.
Develop and maintain Division communications, including announcements, faculty and program updates, and other communications.
Create, manage, and publish social media content highlighting Division activities, announcements, accomplishments, faculty, programs, and events.
Develop and maintain the Division newsletter by soliciting, collecting, organizing, editing, and coordinating contributions.
Assist with onboarding and training new administrative staff and support consistent Division processes and workflows.
Independently address administrative issues raised by faculty or leadership, using sound judgment and escalating matters when appropriate.
Coordinate communication and priorities among Division leadership, faculty, departmental and institutional leadership, and internal and external stakeholders.
Perform other duties as assigned in support of Division and departmental priorities.