Sr. Administrative Assistant

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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.

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:

• Exercise a high degree of discretion, independent judgment, and initiative in managing daily administrative operations and prioritizing competing demands.
• Serves as the primary administrative support to the Division Chief/Physician-in-Chief, managing complex and confidential matters, anticipating needs, coordinating priorities, and facilitating timely resolution of issues.
• Manages complex calendars for the Division Chief/Physician-in-Chief and assigned faculty, coordinating clinical, academic, research, and leadership commitments and resolving scheduling conflicts and competing priorities.
• Provides comprehensive administrative support to 6–8 Division faculty, including correspondence, meeting coordination, presentation and manuscript support, travel arrangements, and other administrative needs.
• Coordinates Division-level initiatives and special projects, including collecting, organizing, and maintaining information and data needed to support leadership priorities and decision-making.
• Prepares, reviews, and processes administrative and financial documentation, including business expense reimbursements (BERFs), travel-related documentation, and other transactions, ensuring accuracy, compliance, and timely submission.
• Supports academic, clinical, and research operations by coordinating meetings, maintaining records, assisting with reports and documentation, monitoring deadlines, and facilitating follow-up across multiple stakeholders.
• Develops and maintains Division communications, including internal announcements, faculty and program updates, and other communications supporting Division activities and initiatives.
• Creates, manages, and publishes social media content highlighting Division activities, announcements, accomplishments, faculty, programs, and events.
• Develops and maintains the Division newsletter, including soliciting, collecting, organizing, editing, and coordinating content from faculty, staff, fellows, and other contributors.
• Provides onboarding assistance and training to new administrative staff and supports consistent application of Division administrative processes and workflows.
• Independently addresses and resolves administrative matters and issues escalated by faculty or leadership, exercising sound judgment and escalating matters when appropriate.
• Serves as a key point of coordination among the Division Chief/Physician-in-Chief, faculty, departmental and institutional leadership, and internal and external stakeholders to facilitate effective communication and timely completion of priorities.
• Performs other duties as assigned in support of Division and departmental 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.

Core Qualifications:               

• 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)

Any relevant education, certifications and/or work experience 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.

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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