Sr. Administrative Assistant

University of Miami•Miami, FL

3d•Onsite

About The Position

The University of Miami/UHealth Department of Pediatrics is hiring a full-time Senior Administrative Assistant in Miami, Florida, to provide high-level administrative and operational support to the Division Chief/Physician-in-Chief and Division faculty. The role supports the efficient functioning of the Division of Neonatology and requires discretion, independent judgment, initiative, and coordination across clinical, academic, research, and leadership activities. The assistant manages complex calendars and confidential matters, supports 6–8 Division faculty, coordinates meetings and special projects, and prepares administrative and financial documentation. The role also supports Division communications, social media content, and newsletters; assists with onboarding and training administrative staff; and coordinates with internal and external stakeholders. The position may include other duties as assigned. 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 through patient care, research, and medical education.

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.
Ability to communicate effectively orally and in writing.
Ability to maintain effective interpersonal relationships.
Ability to handle confidential information with discretion.
Accuracy and attention to detail in completing assignments.
Proficiency with computer software, including Microsoft Office.

Nice To Haves

Relevant education, certifications, and/or work experience may be considered.

Responsibilities

Support department leadership with daily clerical 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 correspond on behalf of department leadership.
Plan meetings and take detailed minutes as needed.
Answer phone calls, provide information, or connect callers with appropriate staff.
Schedule appointments and update calendars.
Make travel arrangements and reservations for department leadership and staff as needed.
Compose and type correspondence, create spreadsheets, and prepare presentations.
Greet and provide general support to visitors.
Develop and maintain the department filing system.
Follow University and unit-level policies and procedures and safeguard University assets.
Manage daily administrative operations, prioritize competing demands, and provide primary administrative support to the Division Chief/Physician-in-Chief.
Manage complex calendars for the Division Chief/Physician-in-Chief and assigned faculty, coordinating commitments and resolving scheduling conflicts.
Provide administrative support to 6–8 Division faculty, including correspondence, meeting coordination, presentation and manuscript support, travel arrangements, and other administrative needs.
Coordinate Division initiatives and special projects, maintaining information and data to support leadership priorities and decision-making.
Prepare, review, and process administrative and financial documentation, including business expense reimbursements, travel documentation, and other transactions.
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 internal announcements and faculty and program updates.
Create, manage, and publish social media content about Division activities, announcements, accomplishments, faculty, programs, and events.
Develop and maintain the Division newsletter by soliciting, collecting, organizing, editing, and coordinating content.
Assist with onboarding and training new administrative staff and support consistent application of Division processes and workflows.
Address and resolve administrative matters escalated by faculty or leadership, exercising sound judgment and escalating when appropriate.
Coordinate communication and timely completion of 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.