Sr. Administrative Assistant

University of Miami•Miami, FL

2d•Onsite

About The Position

The Department of Interventional Radiology is seeking a highly organized and detail-oriented Senior Administrative Assistant to provide advanced administrative and operational support to faculty and departmental leadership within a fast-paced academic medical environment. This role serves as a central point of coordination for physician support, including management of complex calendars, facilitation of meetings, and support of recruitment, onboarding, and credentialing activities across the UHealth System. The incumbent ensures the accuracy and timeliness of provider documentation, including licensure and certifications, while maintaining compliance with institutional and regulatory standards. Additional responsibilities include coordinating travel and reimbursements, supporting departmental initiatives, and maintaining effective communication and document management systems. The ideal candidate demonstrates strong organizational skills, sound judgment, and the ability to manage competing priorities while delivering high-quality administrative support.

Requirements

High School Diploma or equivalent required
Five (5) years of progressive experience preferred
Medical Experience required
Excellent computer skills required (proficiency in typing, data entry, and in applications such as (Microsoft Outlook, Word, Excel, and PowerPoint), as well as scheduling software.
Expansive knowledge of office procedures and operations.
Ability to coordinate and prioritize multiple tasks, projects, and schedules.
Ability to accurately prepare and maintain records, files, reports, and correspondence.
Ability to communicate effectively in both oral and written forms.
Ability to process and handle confidential information with discretion.
Skilled in completing assignments accurately and with attention to detail.
Ability to understand and follow oral and written instructions.
Must have excellent written and verbal communication skills and be able to work within a collaborative team environment.
Ability to interface professionally with departmental clinical faculty, hospital related faculty, cancer center related faculty, senior administrative personnel, department and senior representatives of other departments.

Nice To Haves

Bilingual English/Spanish fluency preferred.

Responsibilities

Provide comprehensive calendar and administrative support to assigned Faculty, direct supervisor, and the Senior Department Administrator, including prioritization and coordination of complex schedules.
Coordinate, schedule, and manage departmental meetings, including preparation and distribution of agendas, supporting materials, attendance records, and follow-up documentation.
Attend key meetings as requested; accurately record, transcribe, and distribute meeting minutes and action items in a timely manner.
Facilitate recruitment and onboarding activities for Faculty and Advanced Practice Providers (APPs), including interview scheduling, coordination with leadership, and development of detailed itineraries for on-site and virtual candidate visits.
Support provider credentialing and recredentialing processes by liaising with institutional credentialing offices (UM and Jackson) and ensuring timely submission and tracking of required documentation.
Maintain and update faculty curriculum vitae (CVs), professional profiles, and institutional web pages (e.g., UHealth, Faculty Success, and departmental sites) to ensure accuracy and consistency.
Manage all travel logistics for assigned Faculty and leadership, including airfare, accommodations, conference registrations, and preparation of travel-related materials in compliance with university policies.
Process and reconcile reimbursements and expense reports in accordance with institutional guidelines, ensuring accuracy, completeness, and timely submission.
Assist in the preparation of reports, presentations, correspondence, and other administrative documents, including PowerPoint presentations, memos, and letters of recommendation.
Provide administrative support for departmental projects and initiatives, including coordination with internal stakeholders and external partners.
Serve as a point of contact for incoming communications by answering and triaging telephone calls, responding to routine inquiries, and directing requests appropriately.
Support timekeeping and scheduling systems (e.g. QGenda, google calendar), including tracking Faculty and APP time-off requests.
Coordinate meeting logistics, including securing meeting space, arranging audiovisual requirements, and organizing catering in collaboration with university facilities and vendors.
Manage procurement activities, including ordering office supplies, processing purchase orders (POs) in Workday, and coordinating with vendors for departmental needs.
Monitor and manage conference room calendars, including scheduling, blocking, and optimizing utilization of shared meeting spaces.
Maintain organized and compliant document management systems (e.g., Box), ensuring proper filing, accessibility, and version control of administrative records.
Provide cross-coverage and administrative support for other team members as needed to ensure continuity of operations.
Assist with departmental events and staff engagement activities, including planning and coordination of internal events (e.g., celebrations, recognition activities).
Collaborate with facilities, IT, and support services to address maintenance requests and ensure a functional and professional work environment.
Participate in departmental and institutional meetings, training, and professional development activities as required.
Proactively communicate with leadership regarding workload, priorities, and operational challenges; recommend process improvements to enhance efficiency and workflow.
Ensure all work products meet established timelines, accuracy standards, and institutional quality expectations.
Maintain compliance with all University of Miami and UHealth policies, procedures, and regulatory requirements.
Proactively monitor and maintain provider compliance documentation, including medical licenses, DEA registrations, and clinical certifications (e.g., ACLS, BLS, PALS).
Track expiration dates and notify Faculty/APPs at least four (4) months in advance of expiration.
Assist with coordinating renewal processes and scheduling required appointments or coursework.
Ensure updated documentation is submitted to credentialing offices at UHealth and Jackson Health System in a timely manner.
Maintain and update secure electronic records (e.g., Box) to ensure accurate and audit-ready provider files.
Perform additional administrative and operational duties as assigned in support of departmental goals and leadership initiatives.