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Sr. Administrative Assistant

Company: University of Miami
Location: Miami
Posted on: May 26, 2023

Job Description:

Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here ($7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet ( .
The Sylvester Comprehensive Cancer Center has an exciting opportunity for a Full-Time Senior Administrative Assistant to work at Soffer Clinical Research Center in Miami. The Senior Administrative Assistant performs both technical and complex administrative projects as well as general clerical work in support of the day-to-day operations of the assigned unit. Applies independent judgment in the completion of assignments which include data compilation and analysis, the development and preparation of unit and project budgets, and monitoring unit expenses. May act as a lead to lower level administrative staff assigned to the unit.
Core Job Function

  • Scheduling and coordinating meetings and providing day-to-day calendar management support to Faculty Investigators.

  • Coordinating meeting space with UM facilities, ordering catering, and determining, arranging, and setting up AV requirements.

  • Preparing, coordinating, and disseminating documentation to distribute at meetings such as meeting agendas and meeting materials.

  • Notifying participants of upcoming meetings, agendas, and location.

  • Attending key meetings and recording meeting minutes as requested.

  • Answering telephones, taking messages, answering routine questions, and transferring calls to appropriate individuals. Greeting visitors and callers, handling their inquiries, and direct them to the appropriate persons according to their needs.

  • Tracking, preparing, and coordinating all documents and paperwork for the hospital's position coordination committee meetings.

  • Preparing any required correspondence such as announcements, letters of support, memos, and email communications on behalf of Sylvester Leaders and Staff.

  • Scheduling and coordinating conferences as required. This may include but is not limited to preparing correspondence, coordinating catering, AV requirements, and meeting space with UM facilities, and other administrative duties as assigned.

  • Maintaining electronic storage of information on meetings, including related correspondence, meeting announcements, attendance roster, hand-outs,

  • Assisting with the implementation of new initiatives. This includes gathering and preparing information needed for Sylvester Faculty Investigators/Staff Leaders to execute these initiatives.

  • Managing all travel aspects for assigned Sylvester Faculty Investigators/Staff Leaders, including but not limited to: Making travel arrangements (airlines, hotels, registrations, etc.), gathering meeting agendas, completing registrations, and preparation of materials. Tracking, managing, preparing, and processing reimbursements according to University policies in a timely fashion.

  • Assisting with the preparation of special reports and participating with other center research administrative staff in the planning and organization of major projects.

    Department Specific Functions

    • Supports calendar management and support to the Associate VP, Oncology Services and the Chief Medical Officer.

    • Assists with coordination for Sylvester Stars Program, including creating swag bags, printing certificates and coordinating leadership rounding's.

    • Supports preparation for Executive and Board meetings including collection of presentations, budgets and materials needed for presentation.

    • Maintains calendars, types, composes correspondence, orders office supplies, prepares financial forms (e.g. IDRs, BEFs, work orders, check requisitions for department), answers telephones, takes messages, transfers calls, greets visitors, answers routine questions, and directs visitors according to their needs.

    • Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions; performs complex assignments; resolves issues and problems referred by staff or the supervisor.

    • May act as a lead to lower level administrative staff within the unit; plans, organizes and oversees the activities and operations of the office unit; trains and assists in performance evaluations of assigned personnel.

    • May establish and implement work unit procedures; ensures completed work products meet required timelines and standards of quality and quantity.

    • Resolves unique situations where each contact must be handled differently using judgment discretion.

      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.
      High school diploma or equivalent
      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)
      Minimum 3 years of relevant experience
      Any appropriate combination of relevant education, experience and/or certifications may be considered.
      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.
      Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
      The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here ( for additional information.
      Job Status:
      Full time
      Employee Type:
      Pay Grade:
      The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation's top research universities and academic medical centers in the nation.
      The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit to learn more about our points of pride.
      The University ranks No. 55 on U.S. News & World Report's 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.
      Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.
      The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.
      Transforming lives
      With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.
      The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

Keywords: University of Miami, Miami , Sr. Administrative Assistant, Administration, Clerical , Miami, Florida

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