Executive Assistant (H)
Executive Assistant (H)
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Job Description
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 Family Medicine and Community Health has an exciting opportunity for an Executive Assistant position. The incumbent will assist the Chairperson and other department leaders. The Executive Assistant 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. 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 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 executives activities and views on policies or issues using judgment and discretion.
Manages executives 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 executives 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 degree in relevant field
Minimum 5 years of relevant experience
Department Specific Functions
Reports to and support leadership with daily administrative and clerical tasks.
Manages and maintain department leaderships 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
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 Department Chair and Vice Chair of Operations).
Primary Recruiter (Faculty eRecruiting): View recruitment activity for Faculty positions in Assigned School College or Centers. Has access to manage eRecruiting efforts for Job Requisitions.
Assist with new faculty on-boarding process; ensures that faculty is added to all appropriate monthly meetings and events added to the department website added to the on-call physician system etc...)
Schedule applicant interviews with interviewers (virtual and in-person) make travel arrangements as needed and create applicant itinerary.
Review and process Physician leave requests and addon sessions for the entire department.
Plan annual department events such as Research Day and assist with monthly Grand Rounds.
Update and maintained department website.
Prepare clinical documents respond to external vendors requests and request medical records for continued patient care.
Obtain prior authorization for imaging service Physical Therapy Occupational Therapy etc. when scheduled services are not within the University of Miami.
Maintain department and scanning external medical records correspondence and patient documents into UChart.
Prepare clinical schedules for clinical physician prior to schedule clinic.
Keep manual wait list for clinical physician and update as needed for scheduling by CBO team.
General clerical tasks consisting of preparing documents for distribute for signature.
Retrieve sort and distribute mail.
Maintain inventory and order office supplies as needed.
Greet visitors and callers and assist them with any necessary inquiries.
Answer phone calls and route calls accordingly.
Provide staff relief as needed.
#LI-GD1
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 Floridas 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. Were the challenge youve been looking for.
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 timeEmployee Type:
StaffPay Grade:
H9Employment Type
Full-Time
