Sr. Administrative Assistant

University of Miami•Miami, FL

1d•Onsite

About The Position

The department of Medicine, division of Cardiovascular, has an exciting opportunity for a full-time Sr. Administrative Assistant to work on the UHealth campus. The Sr. Administrative Assistant plays a key role in supporting cardiology recruitment efforts and section medical directors by coordinating interviews, preparing recruitment materials, greeting and escorting candidates, processing reimbursements, and maintaining recruitment and credentialing records. This role requires strong organizational skills, attention to detail, and the ability to communicate professionally with internal stakeholders and healthcare providers.

Requirements

High school diploma or equivalent
Minimum 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 in both oral and written form
Ability to maintain effective interpersonal relationships
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)

Responsibilities

Supports department and/or department leadership with daily clerical tasks.
Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
Plans meetings and takes detailed minutes, as needed.
Answers phone calls, provides information to callers or connects callers to appropriate staff.
Schedules appointments and updates calendars.
Makes travel arrangements and reservations for department leadership and staff, as needed.
Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
Greets and provides general support to visitors.
Develops and maintains department filing system.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Schedule and coordinate logistics for provider recruitment, including interviews scheduling, travel arrangements, reimbursements, and communication with candidates.
Distribute recruitment-related documentation and maintain applicant tracking system.
Greet and escort candidates during onsite visits.
Maintain accurate records related to credentialing and onboarding.
Assist with onboarding tasks such as licensure, DEA registration, and credentialing documentation.
Manage calendars, meetings, and events for faculty and section directors, ensuring alignment with academic and clinical commitments.
Provide general administrative support including phone coverage, document processing, supply orders, and travel reimbursements.