Sr. Administrative Assistant (H)

University of Miami•Miami, FL

10d•Onsite

About The Position

The University of Miami/UHealth department of Neurology has an exciting opportunity for a Full Time Sr. Administrative Assistant to work at the UHealth Medical Campus.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. 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. Department Specific Functions Provide comprehensive administrative and operational support to all Basic Science faculty. Perform document management tasks, including copying, faxing, scanning, and organizing materials for distribution, filing, and record-keeping. Manage incoming communications by handling faxes, distributing mail, and responding to internal and external inquiries via phone, email, and electronic systems. Maintain accurate tracking of faculty vacation and leave in accordance with Department and University policies. Process and submit faculty reimbursements, CME/non-CME expenses, and other financial transactions in compliance with University policies. Manage and coordinate faculty academic and administrative calendars, including scheduling meetings, interviews, conferences, lectures, and special events. Update, maintain, and format faculty Curriculum Vitae. Prepare, process, and track financial and administrative documentation such as IDRs, expense reports, purchase orders, and work orders, ensuring accuracy and timely completion. Utilize office management and productivity software (e.g., Microsoft Office, Excel) to support daily operations. Draft and prepare professional documents, agendas, correspondence, reports, presentations, and related materials. 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.

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

Performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.
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.
Provide comprehensive administrative and operational support to all Basic Science faculty.
Perform document management tasks, including copying, faxing, scanning, and organizing materials for distribution, filing, and record-keeping.
Manage incoming communications by handling faxes, distributing mail, and responding to internal and external inquiries via phone, email, and electronic systems.
Maintain accurate tracking of faculty vacation and leave in accordance with Department and University policies.
Process and submit faculty reimbursements, CME/non-CME expenses, and other financial transactions in compliance with University policies.
Manage and coordinate faculty academic and administrative calendars, including scheduling meetings, interviews, conferences, lectures, and special events.
Update, maintain, and format faculty Curriculum Vitae.
Prepare, process, and track financial and administrative documentation such as IDRs, expense reports, purchase orders, and work orders, ensuring accuracy and timely completion.
Utilize office management and productivity software (e.g., Microsoft Office, Excel) to support daily operations.
Draft and prepare professional documents, agendas, correspondence, reports, presentations, and related materials.