Sr. Administrative Assistant

University of Miami•Miami, FL

29d•Onsite

About The Position

The University of Miami/UHealth Department of SCCC has an exciting opportunity for a Full Time Sr. Administrative Assistant to work onsite at the UHealth Medical Campus in Miami, FL. CORE JOB SUMMARY The Sr. Administrative Assistant (H) performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office. CORE JOB FUNCTIONS 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 of 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. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary. DEPARTMENT SPECIFICS ADMINISTRATIVE SUPPORT: Responsible for providing administrative support to assigned Sylvester Leadership and Staff. Specific duties include but are not limited to: Scheduling and coordinating meetings and providing day-to-day calendar management support to Faculty Investigators. The position supports the administrative functions, day-to-day office and lab of Dr. Anna Lasorella and Dr. Antonio Iavarone. Meeting coordination responsibilities may include but are not limited to: Coordinating meeting space with UM facilities, ordering catering, and determining, arranging, and setting up AV requirements. Preparing, coordinating, and disseminating documentation to distribute at meetings such as meeting agendas and meeting materials. Preparing PowerPoints as requested. Notifying participants of upcoming meetings, agendas, and location. Attending key meetings and recording meeting minutes as requested. Answering telephones, taking messages, answering routine questions, and transferring calls to appropriate individuals. Greeting visitors and callers, handling their inquiries, and direct them to the appropriate persons according to their needs. Preparing any required correspondence such as announcements, letters of support, memos, and email communications on behalf of Sylvester Faculty Investigators/Staff Leaders. Scheduling and coordinating conferences as required. This may include but is not limited to preparing correspondence, coordinating catering, AV requirements, and meeting space with UM facilities, and other administrative duties as assigned. Maintaining electronic storage of information on meetings, including related correspondence, meeting announcements, attendance roster, hand-outs, Assisting with the implementation of new initiatives. This includes gathering and preparing information needed for Sylvester Faculty Investigators/Staff Leaders to execute these initiatives. Managing all travel aspects for assigned Sylvester Faculty Investigators/Staff Leaders, including but not limited to: Making travel arrangements (airlines, hotels, registrations, etc.), gathering meeting agendas, completing registrations, and preparation of materials. Tracking, managing, preparing, and processing reimbursements according to University policies in a timely fashion. Assisting with the preparation of special reports and participating with other center research administrative staff in the planning and organization of major projects. Coordinating and monitoring major cancer center deadlines for various activities relating to the Center. This includes developing a monitoring system to ascertain compliance and proper follow through with major cancer research activities and deadlines. Assisting with the electronic storage of key information and maintaining a filing system regarding meetings, including related correspondences, meeting announcements, attendance roster, handouts, and minutes as required. Managing and reviewing mail as required. Providing cross-coverage and support for other Sylvester Administrative Assistants as requested. Ensuring completed work products meet required timelines and standards of quality. Attending required meetings and trainings as indicated by supervisor, including but not limited to: Regularly scheduled one-on-one meetings with supervisor and communicates with supervisor regarding: Current workload and bandwidth as it pertains to administrative support provided to assigned Sylvester Faculty Investigators. Proposed solutions to operational and administrative problems identified. Opportunities for improvement in operating practices such as record keeping, forms control, or workflow, and recommend changes. Regularly scheduled Sylvester administrative staff team meetings. Trainings regarding university policies, procedures, and systems. Stays abreast of and complies with all University of Miami and University of Miami Hospital and Clinics/Sylvester policies and procedures. Order office supplies, communicate with facilities for any maintenance required, and plan office celebrations and events as needed (i.e. – monthly birthday events, baby showers, etc.) Manage and block time for requested meetings on conference room calendars. Performs other duties as assigned by supervisor.

Requirements

High school diploma or equivalent
Minimum 3 years of relevant experience. Any relevant education, certifications and/or work experience may be considered.
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
Five (5) years of progressive experience. Equivalent combinations of education/experience may be considered.
Excellent computer skills required (proficiency in typing, data entry, and in applications such as Microsoft Outlook, Word, Excel, and PowerPoint).
Ability to coordinate and prioritize multiple tasks, projects and schedules.
Excellent computer skills required.
Must have excellent written and verbal communication skills and be able to work under minimal direction.
Knowledge of routine office practices and procedures.
Knowledge of simple data processing and transmission principles.
Ability to understand and follow oral and written instructions.
Ability to interface professionally with departmental clinical faculty, hospital related faculty, cancer center related faculty, senior administrative personnel of the cancer center, department and senior representatives of other departments.

Nice To Haves

Bachelor’s degree preferred.
Bilingual English/Spanish fluency preferred.

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 of 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.
Scheduling and coordinating meetings and providing day-to-day calendar management support to Faculty Investigators.
Coordinating meeting space with UM facilities, ordering catering, and determining, arranging, and setting up AV requirements.
Preparing, coordinating, and disseminating documentation to distribute at meetings such as meeting agendas and meeting materials.
Preparing PowerPoints as requested.
Notifying participants of upcoming meetings, agendas, and location.
Attending key meetings and recording meeting minutes as requested.
Answering telephones, taking messages, answering routine questions, and transferring calls to appropriate individuals.
Greeting visitors and callers, handling their inquiries, and direct them to the appropriate persons according to their needs.
Preparing any required correspondence such as announcements, letters of support, memos, and email communications on behalf of Sylvester Faculty Investigators/Staff Leaders.
Scheduling and coordinating conferences as required.
Maintaining electronic storage of information on meetings, including related correspondence, meeting announcements, attendance roster, hand-outs
Assisting with the implementation of new initiatives.
Managing all travel aspects for assigned Sylvester Faculty Investigators/Staff Leaders, including but not limited to: Making travel arrangements (airlines, hotels, registrations, etc.), gathering meeting agendas, completing registrations, and preparation of materials.
Tracking, managing, preparing, and processing reimbursements according to University policies in a timely fashion.
Assisting with the preparation of special reports and participating with other center research administrative staff in the planning and organization of major projects.
Coordinating and monitoring major cancer center deadlines for various activities relating to the Center.
Assisting with the electronic storage of key information and maintaining a filing system regarding meetings, including related correspondences, meeting announcements, attendance roster, handouts, and minutes as required.
Managing and reviewing mail as required.
Providing cross-coverage and support for other Sylvester Administrative Assistants as requested.
Ensuring completed work products meet required timelines and standards of quality.
Attending required meetings and trainings as indicated by supervisor
Order office supplies, communicate with facilities for any maintenance required, and plan office celebrations and events as needed (i.e. – monthly birthday events, baby showers, etc.)
Manage and block time for requested meetings on conference room calendars.
Performs other duties as assigned by supervisor.