Sr. Administrative Assistant

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here 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 University of Miami/UHealth Department of SCCC has an exciting opportunity for a Full Time Sr. Administrative Assistant to work onsite at the UHealth Medical Campus in Miami, FL. CORE JOB SUMMARY The Sr. Administrative Assistant (H) performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office. CORE JOB FUNCTIONS 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 of 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. 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 Education: High school diploma or equivalent Experience: Minimum 3 years of relevant experience. Any relevant education, certifications and/or work experience may be considered. Knowledge, Skills and Attitudes: • 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 DEPARTMENT SPECIFICS ADMINISTRATIVE SUPPORT: Responsible for providing administrative support to assigned Sylvester Leadership and Staff. Specific duties include but are not limited to: Scheduling and coordinating meetings and providing day-to-day calendar management support to Faculty Investigators. The position supports the administrative functions, day-to-day office and lab of Dr. Anna Lasorella and Dr. Antonio Iavarone. Meeting coordination responsibilities may include but are not limited to: 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. Preparing PowerPoints as requested. 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. Preparing any required correspondence such as announcements, letters of support, memos, and email communications on behalf of Sylvester Faculty Investigators/Staff Leaders. 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. Coordinating and monitoring major cancer center deadlines for various activities relating to the Center. This includes developing a monitoring system to ascertain compliance and proper follow through with major cancer research activities and deadlines. Assisting with the electronic storage of key information and maintaining a filing system regarding meetings, including related correspondences, meeting announcements, attendance roster, handouts, and minutes as required. Managing and reviewing mail as required. Providing cross-coverage and support for other Sylvester Administrative Assistants as requested. Ensuring completed work products meet required timelines and standards of quality. Attending required meetings and trainings as indicated by supervisor, including but not limited to: Regularly scheduled one-on-one meetings with supervisor and communicates with supervisor regarding: Current workload and bandwidth as it pertains to administrative support provided to assigned Sylvester Faculty Investigators. Proposed solutions to operational and administrative problems identified. Opportunities for improvement in operating practices such as record keeping, forms control, or workflow, and recommend changes. Regularly scheduled Sylvester administrative staff team meetings. Trainings regarding university policies, procedures, and systems. Stays abreast of and complies with all University of Miami and University of Miami Hospital and Clinics/Sylvester policies and procedures. Order office supplies, communicate with facilities for any maintenance required, and plan office celebrations and events as needed (i.e. – monthly birthday events, baby showers, etc.) Manage and block time for requested meetings on conference room calendars. Performs other duties as assigned by supervisor. Education Requirements (Essential Requirements): Bachelor’s degree preferred. Work Experience Requirements (Essential Requirements): Five (5) years of progressive experience. Equivalent combinations of education/experience may be considered. Knowledge, Skills, and Abilities: Bilingual English/Spanish fluency preferred. Excellent computer skills required (proficiency in typing, data entry, and in applications such as Microsoft Outlook, Word, Excel, and PowerPoint). Ability to coordinate and prioritize multiple tasks, projects and schedules. Excellent computer skills required. Must have excellent written and verbal communication skills and be able to work under minimal direction. Knowledge of routine office practices and procedures. Knowledge of simple data processing and transmission principles. Ability to understand and follow oral and written instructions. Ability to interface professionally with departmental clinical faculty, hospital related faculty, cancer center related faculty, senior administrative personnel of the cancer center, department and senior representatives of other departments. #LI-YC1 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 - 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: Staff Pay Grade: H5 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 welcome.miami.edu/about-um 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.