Sr. Administrative Assistant

University of Miami•Miami, FL

2d•Onsite

About The Position

The University of Miami/UHealth Department of Pediatrics has an exciting opportunity for a full time Sr. Administrative Assistant to work in Miami, FL. The Senior Administrative Assistant provides high-level administrative and operational support to the Division Chief/Physician-in-Chief and division faculty, ensuring the efficient and effective functioning of the Division of Neonatology.

Requirements

High school diploma or equivalent
Minimum 3 years of administrative experience supporting senior leadership, preferably in an academic medical or healthcare setting.
Experience supporting multiple faculty in a fast-paced environment with complex scheduling needs.
Strong organizational skills with the ability to manage competing priorities independently.
Experience handling confidential information with discretion.
Familiarity with travel coordination, reimbursement processes, and systems such as Workday.
Proficiency in Microsoft Office and collaboration tools (e.g., Teams).
Strong written and verbal communication skills.
Ability to communicate effectively in both oral and written form.
Ability to maintain effective interpersonal relationships with faculty, staff, and external stakeholders.
Ability to exercise sound judgment, discretion, and maintain confidentiality.
Ability to prioritize work, manage multiple tasks, and meet deadlines in a fast-paced environment.
Skill in completing assignments accurately and with attention to detail.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Microsoft Teams).
Ability to work independently and as part of a team.
Commitment to providing high-quality administrative and customer service support.
Any relevant education, certifications and/or work experience may be considered.

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.
Exercises a high degree of discretion, independent judgment, and initiative in managing daily operations and prioritizing competing demands.
Serves as primary administrative support to the Division Chief/Physician-in-Chief, managing complex and confidential matters, anticipating needs, and facilitating timely resolution of issues.
Coordinates and manages complex calendars for the Division Chief and assigned faculty, including clinical, academic, and leadership commitments, ensuring alignment with institutional priorities.
Provides comprehensive administrative support to 6–8 division faculty, including correspondence, manuscript preparation, presentation materials, meeting coordination, and travel arrangements.
Facilitates division-level initiatives and special projects by collecting, organizing, and analyzing data to support leadership decision-making.
Prepares, reviews, and processes administrative and financial documentation, including travel reimbursements (BERFs), ensuring accuracy, compliance, and timely submission.
Supports academic and clinical operations by coordinating meetings, maintaining records, assisting with reports, and ensuring deadlines are met across multiple stakeholders.
Coordinates the Physician Educational Observation Program, including review and processing of applications, scheduling rotations, and serving as the primary liaison for visiting physicians.
Develops and maintains division communications, including assisting with internal communications and contributing to social media content to support divisional visibility and engagement.
Provides onboarding support and training for new administrative staff, ensuring consistency in division processes and workflows.
Independently resolves complex administrative issues escalated by faculty or leadership, applying critical thinking and sound judgment.
Serves as a key point of coordination between the Division Chief, faculty, and internal and external stakeholders, supporting seamless communication and operations.
Performs other duties as assigned in support of divisional priorities.
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.