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Sr. Administrative Assistant

The University of Miami/UHealth Department of UHealth Primary Care Enterprise has an exciting opportunity for a Full Time, Sr. Administrative Assistant to work in North Miami.  

Core Job Summary:

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. 

Core 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.

Department Specific Functions:  

• 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.

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.

Core Qualifications: 

• 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)

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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