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Transforming Lives
The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.
With more than 16,000 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.
The UHealth Neurology department is seeking a full time Sr. Administrative Assistant.
The Sr. Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.
Primary Functions:
The primary function of this position is to provide administrative support to the Chief of the Neuromuscular Division.
Administrative & Academic Support Responsibilities
Answer phones, triage, and follow-through on messages and information requests from internal and external customers.
Coordinate general and professional correspondence associated with the faculty member’ academic, research and clinical work. Copy, fax and scan documents for distribution, filing, meetings, etc.
Schedule and coordinate physician’ calendar including interviews, on and off campus meetings, lectures, conferences, departmental meetings, and special programs for patients and faculty.
Greet faculty guests and visitors and arrange meetings rooms, etc. Arrange catering for meetings as needed.
Prepare and submit leave requests and vacation/leave tracking forms as outlined by Department and University policy.
Work closely with Department’s clinical operations staff to ensure seamless coordination between the faculty members’ clinical activities and their academic/administrative work.
Prepare and coordinate travel arrangements including reservations for hotels, air travel and other related arrangements.
Prepare and submit forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, preparation of BERF and submission of required information to administrative office for processing. This also includes monthly reconciliation of credit card and submission of all relevant materials for BERF submission and reimbursement.
Responsible for the maintenance, requisition and submission of supplies for division.
Make arrangements for changes, moving or repair of phones, computers, pagers, etc. as needed by faculty members.
Update and submit renewals of licenses and DEA. Responsible for membership payments, as well as assist with initial credentialing and re-credentialing.
Distribute updated documents to appropriate entities internally as well as externally.
Maintain updated physician’s documentation (CME, Boards, certifications, etc.). Maintain files and coordinate storage needs for Division.
Additional support to Division Administrator as needed.
Assist in the preparation of manuscripts for submission to journals.
Prepare images, graphs, tables and PowerPoint presentations. Update CVs, and assist with grant submissions.
Coordinate meetings and research related workshops.
Provide coverage to other administrative assistants within the department as needed.
Other Duties as assigned
Supervision Received:
Daily accountability to Division Chief and Senior Division Administrator.
Minimum Qualifications (Essential Requirements):
High school diploma or equivalent and three years of progressive related experience required. Bachelor's degree and at least five year's experience in an academic, healthcare environment, preferred. Scientific background or previous exposure to bibliographic review also preferred.
Must demonstrate high level of skill with MS Word, Excel, and Outlook calendaring programs. Any appropriate combination of relevant education, experience and/or certifications may be considered.
The candidate must be pro-active, highly motivated and follow up to completion of assigned projects. Must have excellent written and verbal communication skills. Must have professional, appropriate appearance and demeanor. Must be able to work with high level of autonomy and independence, and manage multiple priorities and projects successfully. Must demonstrate a high level of organizational and time-management skills as well as ownership and accountability for all responsibilities and activities. Must be able to problem-solve complex issues. Must be able and willing to work and thrive in a fast paced environment, and to interact successfully with internal and external customers and co-workers at all levels of the organization. Will be expected to represent the Division and the Department with the highest level of professionalism and behavior.
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 for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
c104
