Sr. Administrative Assistant (H)

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The University of Miami/UHealth Department of Otolaryngology is currently seeking a full time Sr. Administrative Assistant to work in Miami, FL. The Sr. Administrative Assistant performs a variety of clerical functions and office support activities for the Vice Chair of Administration 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.

• Greets and provides general support to visitors.

• Develops and maintains department filing system.

• Primarily exercises discretion and independent judgment in daily activities.

• Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.

• Assists in preparing budgets, provides advice regarding budget projects, and monitors expenses. Prepares reports which summarize financial and statistical information related to work unit’s budget, accounts, activities, program clientele and operations.

• Advises management of unusual trends, funding levels and expenditures, assists with budget development by compiling information to support projected expenditures in specific areas such as operating costs or travel costs.

• May act as the lead for a unit of lower level administrative support personnel, plans, organizes and oversees the activities and operations of the office unit.

• May establish and implement procedures.

• Performs complex assignments and resolves issues and problems referred by staff or the supervisor.

• Trains and assists in the evaluation of performance of assigned personnel.

• Has signing authority and makes purchasing decisions.

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

• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.

• Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.

• Orders office supplies.

• Composes correspondence or selects standardized formats.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

CORE QUALIFICATIONS

Education:

High school diploma or equivalent required

Certification and Licensing:

Not Applicable

Experience:

Minimum 3 years of relevant experience

Department Specific Functions

• May provide ancillary support to physicians, clinical activities, business services, student services, etc.

• Answers phone calls, provides information to callers or connects callers to appropriate staff. Prepares financial forms (IDRs, BEFs, POs, work orders, check requisitions, etc. for department). Makes travel arrangements and reservations for department leadership and staff, as needed. Schedules appointments and updates calendars.

• Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.

• Ensures completed work products meet required timelines and standards of quality and quantity. Maintains calendar, types, provides routine and general clerical support or medical-related support which may include patient care, student service, reports, and statistics.

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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, provide