Sr. Administrative Assistant (H)

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Sr. Administrative Assistant

The University of Miami/UHealth department of Neurology has an exciting opportunity for a Full Time Sr. Administrative Assistant to work at the UHealth Medical Campus.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.  

• 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

• Provide comprehensive administrative and operational support to all Basic Science faculty.

• Perform document management tasks, including copying, faxing, scanning, and organizing materials for distribution, filing, and record-keeping.

• Manage incoming communications by handling faxes, distributing mail, and responding to internal and external inquiries via phone, email, and electronic systems.

• Maintain accurate tracking of faculty vacation and leave in accordance with Department and University policies.

• Process and submit faculty reimbursements, CME/non-CME expenses, and other financial transactions in compliance with University policies.

• Manage and coordinate faculty academic and administrative calendars, including scheduling meetings, interviews, conferences, lectures, and special events.

• Update, maintain, and format faculty Curriculum Vitae.

• Prepare, process, and track financial and administrative documentation such as IDRs, expense reports, purchase orders, and work orders, ensuring accuracy and timely completion.

• Utilize office management and productivity software (e.g., Microsoft Office, Excel) to support daily operations.

• Draft and prepare professional documents, agendas, correspondence, reports, presentations, and related materials.

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

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

• 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 comprehen