Sr. Administrative Assistant

University of Miami•Miami, FL

1d•Onsite

About The Position

The Sr. Administrative Assistant performs clerical functions and office support activities to facilitate efficient department operations. This position provides administrative support to the Associate Director of Basic Science and the Assistant Director of Transdisciplinary Research, including managing calendars, scheduling meetings, coordinating travel, and processing expense reimbursements. The role also supports the Scientific Steering Committee by preparing agendas and meeting materials, taking minutes, and tracking follow-up action items. The assistant prepares correspondence, reports, presentations, and other documents for research and departmental initiatives. The role serves as a liaison among faculty, research teams, and internal departments to support communication and coordination of administrative and operational priorities. It also coordinates cross-disciplinary meetings and events, including stakeholder communications, speaker coordination, agenda development, attendance tracking, and administrative follow-up. The position is full-time at UHealth in Miami, Florida. The University of Miami offers competitive salaries and a comprehensive benefits package, including medical, dental, and tuition remission.

Requirements

High school diploma or equivalent/relevant experience, certification, or license.
Minimum 3 years of relevant experience.
Ability to learn new procedures, technologies, and protocols and adapt to changing priorities and work demands.
Ability to collaborate with others and contribute to a team environment.
Proficiency using office software, technology, and relevant computer applications.
Strong written and verbal communication skills.

Responsibilities

Support department leadership with daily clerical tasks.
Collect, review, and analyze complex and/or confidential data; prepare reports, charts, budgets, and presentation materials.
Respond to or route non-routine, priority, or confidential inquiries and prepare correspondence or other messages on behalf of department leadership.
Plan meetings and take detailed minutes as needed.
Answer phone calls, provide information to callers, 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 and informative materials; create spreadsheets and presentations.
Greet visitors and provide general support.
Develop and maintain the department filing system.
Adhere to University and unit-level policies and procedures and safeguard University assets.
Provide administrative support to the Associate Director of Basic Science and the Assistant Director of Transdisciplinary Research.
Manage calendars, schedule meetings, coordinate travel arrangements, and process expense reimbursements.
Support the Scientific Steering Committee, including preparation of agendas and meeting materials, minutes, and follow-up action items.
Prepare correspondence, reports, presentations, and other documents supporting research and departmental initiatives.
Serve as a liaison between faculty, research teams, and internal departments to facilitate communication and coordination of administrative and operational priorities.
Coordinate cross-disciplinary meetings and events, including stakeholder communications, speaker coordination, agenda development, attendance tracking, and administrative follow-up.