Sr. Administrative Assistant

University of Miami•Miami, FL

14d•Onsite

About The Position

The Sr. Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office. This role supports department and/or department leadership with daily clerical tasks, including collecting, reviewing, and analyzing complex or confidential data, and preparing reports, charts, budgets, and other presentation materials. The position involves responding to or routing non-routine, priority, or confidential inquiries, planning meetings, taking minutes, answering phone calls, scheduling appointments, making travel arrangements, composing correspondence, greeting visitors, and maintaining department filing systems. The role also requires adherence to University and unit-level policies and procedures and safeguarding University assets.

Requirements

High school diploma or equivalent required
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.
Manage calendars, schedule meetings, and coordinate appointments.
Prepare and edit correspondence, communications, presentations, and other documents.
Handle incoming and outgoing communications, including emails and phone calls.
Maintain and organize files, records, and documentation.
Arrange and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
Assist in the preparation of materials for meetings and presentations.
Support the planning and execution of projects and initiatives within the service line.
Track project timelines, deliverables, and milestones.
Collect, compile, and analyze data for reports and presentations.
Maintain databases and ensure data accuracy and integrity.
Serve as a liaison between the Primary Care Service Line Leader, Director of Operations, and other departments.
Facilitate effective communication within the team and with external partners.
Order and maintain office supplies and equipment.
Ensure the office environment is organized and efficient.
Arrange travel itineraries, accommodations, and transportation for the Primary Care Service Line Leader and Director of Operations.
Prepare and process travel expense reports.
Assist in planning and organizing events, conferences, and workshops.
Coordinate logistics, including venue selection, catering, and participant communication.