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Executive Assistant (H)
University of Miami • Miami, FL 33126 • Posted 12 days ago
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In-person • Full-time • Senior Level
Job Highlights
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The Executive Assistant at the University of Miami's Department of Medicine, Division of Cardiovascular Medicine, provides high-level executive support to the Division Chief and Department Administrator. This role involves managing schedules, calendars, meetings, correspondence, presentations, and special projects, as well as office management, travel arrangements, and communications. The position requires independent judgment, discretion, and the ability to prioritize multiple projects and special assignments.
Responsibilities
- 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.
- Prioritizes meetings for executive to include 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.
- Ensures executive is prepared for meetings and/or presentations.
- Uses independent judgment to respond on behalf of the 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.
Qualifications
Required
- Associate's degree in relevant field
- Minimum 5 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 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)
About University of Miami
The University of Miami is a prestigious research institution located in Coral Gables, Florida, offering a wide range of academic programs across 12 schools and colleges for undergraduate and graduate students. With a community of over 19,000 students from around the world, the university focuses on teaching, research, and service to the South Florida region and beyond, fostering an enriching learning environment for intellectual growth and innovation.
Full Job Description
Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) 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 (https://my.it.miami.edu/wda/erpsec/tipsheets/ER\_eRecruiting\_ApplyforaJob.pdf) .
The Department of Medicine, Division of Cardiovascular Medicine has an exciting opportunity for a full-time Executive Assistant to provide support to the Division Chief, Department Administrator, and the Division as a whole. This individual will assist the Division Chief and Department Administrator with schedules, calendars, meetings, correspondence, presentations, and special projects. The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.
CORE 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.
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
+ Associate's degree in relevant field
+ Minimum 5 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 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).
DEPARTMENT ADDENDUM
+ Reports to and supports Division Chief, Department Administrator and Cardiovascular Division 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 chief's calendar and approves/declines meeting requests on behalf of the chief to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
+ Prioritizes meetings for chief to include the rescheduling and/or cancellation of other meetings.
+ Manages chief's travel arrangements and resources. Independently creates memos, reports, presentations, project timelines and documents for distribution to members of Division and other stakeholders.
+ Ensures chief 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 chief, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of chief. Prioritizes and manages multiple projects and/or special assignments championed by the chief, such like Grand Rounds, Faculty Meetings, special lectures and conferences.
+ Leads or collaborate the planning of annual or ad-hoc special events. CMEs and other events.
+ Trains and supervises lower level clerical staff as needed.
+ Manages Division reimbursements and maintain office supplies for the division.
+ Collaborates with researchers and research coordinators by processing patient reimbursements, invoicing, creating POs and other procurement activities.
+ Keep track of CME faculty expenses through the CME tracker.
+ Maintain updated records of CVs and other relevant documents for faculty, staff physicians and APPs.
+ Maintain copies of CVs for both faculty and APPs. Order business cards and other printing materials.
+ Adheres to University and unit-level policies and procedures and safeguards University assets.
Any appropriate combination of relevant education, experience and/or certifications 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.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H9
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) 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 (https://my.it.miami.edu/wda/erpsec/tipsheets/ER\_eRecruiting\_ApplyforaJob.pdf) .
The Department of Medicine, Division of Cardiovascular Medicine has an exciting opportunity for a full-time Executive Assistant to provide support to the Division Chief, Department Administrator, and the Division as a whole. This individual will assist the Division Chief and Department Administrator with schedules, calendars, meetings, correspondence, presentations, and special projects. The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.
CORE 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.
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
+ Associate's degree in relevant field
+ Minimum 5 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 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).
DEPARTMENT ADDENDUM
+ Reports to and supports Division Chief, Department Administrator and Cardiovascular Division 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 chief's calendar and approves/declines meeting requests on behalf of the chief to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
+ Prioritizes meetings for chief to include the rescheduling and/or cancellation of other meetings.
+ Manages chief's travel arrangements and resources. Independently creates memos, reports, presentations, project timelines and documents for distribution to members of Division and other stakeholders.
+ Ensures chief 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 chief, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of chief. Prioritizes and manages multiple projects and/or special assignments championed by the chief, such like Grand Rounds, Faculty Meetings, special lectures and conferences.
+ Leads or collaborate the planning of annual or ad-hoc special events. CMEs and other events.
+ Trains and supervises lower level clerical staff as needed.
+ Manages Division reimbursements and maintain office supplies for the division.
+ Collaborates with researchers and research coordinators by processing patient reimbursements, invoicing, creating POs and other procurement activities.
+ Keep track of CME faculty expenses through the CME tracker.
+ Maintain updated records of CVs and other relevant documents for faculty, staff physicians and APPs.
+ Maintain copies of CVs for both faculty and APPs. Order business cards and other printing materials.
+ Adheres to University and unit-level policies and procedures and safeguards University assets.
Any appropriate combination of relevant education, experience and/or certifications 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.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H9
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