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 the efficient operation of the assigned department. This position provides administrative support to the Associate Director of Basic Science and the Assistant Director of Transdisciplinary Research. Duties include managing calendars, scheduling meetings, coordinating travel, processing expense reimbursements, and supporting the Scientific Steering Committee through preparation of agendas, meeting materials, minutes, and follow-up action items. The role also prepares correspondence, reports, presentations, and other documents; serves as a liaison among faculty, research teams, and internal departments; and coordinates cross-disciplinary meetings and events, including stakeholder communications, speaker coordination, attendance tracking, and administrative follow-up. The position is full-time at UHealth in Miami, Florida.

Requirements

High school diploma or equivalent/relevant experience, certification, or license.
At least 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 with 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 and prepare reports, charts, budgets, and presentation materials.
Respond to or route non-routine, priority, or confidential inquiries and communicate 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 maintain calendars.
Make travel arrangements and reservations for department leadership and staff as needed.
Compose correspondence and create spreadsheets and presentations.
Greet visitors and provide general support.
Develop and maintain the department filing system.
Follow 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.
Coordinate travel arrangements and process expense reimbursements.
Support the Scientific Steering Committee by preparing agendas, meeting materials, and minutes and tracking follow-up action items.
Prepare correspondence, reports, presentations, and other documents supporting research and departmental initiatives.
Liaise with faculty, research teams, and internal departments to coordinate administrative and operational priorities.
Coordinate cross-disciplinary meetings and events, including stakeholder communications, speaker coordination, agenda development, attendance tracking, and administrative follow-up.