Executive 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 Department of Physical Medicine and Rehabilitation is currently seeking a full time Executive Assistant to work in Miami. The Executive Assistant (A) leads the broad scope of executive support-related activities and/or special projects for top-level leadership and their functional area(s) to facilitate the efficient operations of the office and function. The Executive Assistant schedules management, office management, travel arrangements, communications, information preparation, data management and analysis. The incumbent represents the executive and their interests to others. The Executive Assistant (A) delegates authority regarding matters of significance.

CORE JOB FUNCTIONS                                                                                                          

• Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support.

• Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion.

• Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for executive to include the rescheduling and/or cancellation of other high-level meetings.

• Manages executive’s travel arrangements and budget.

• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.

• Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls. 

• Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive.

• Prioritizes and manages multiple projects and/or special assignments championed by the executive.

• Leads the planning of annual or ad-hoc special events.

• Trains and supervises lower level clerical staff as needed.

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

Department Specific Functions

• Reports to and support leadership (Department Chair and Vice Chair of Operations) with daily administrative and clerical tasks.

• Manages and maintain department leadership’s (Department Chair and Vice Chair of Operations) calendars; schedule and respond to meeting requests.

• Prepare effective correspondence, spreadsheets, and presentations on behalf of leadership.

• Prepare expense reports and submit supporting documents required for reimbursement for travel expenses, membership dues, license renewals, CMEs, etc... including but not limited to, gathering all pertinent receipts and supporting documents for reimbursement in Workday.

• Schedule department meetings and take detailed minutes as needed.

• Update and manage faculty time-off calendars and cross-reference with on-call schedules to ensure proper coverage is obtained for the entire department.

• Manage Department and Administrative On-Call schedule and upload in the Amcom (Spok) system for the on-call physicians.

• Route change in service forms for approval and submit the PLR (Physician Leave Requests) for clinic closure and time-off requests (Department Chair and Vice Chair of Operations).

• Review and process PLRs (Physician Leave Requests) for the entire department, verify appropriate clinic closure duration, location, coverage, and time-off approved in Workday.

• 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. Act as liaison for Departmen