Sr. Executive Assistant (H)

Miami, FL - USA

Monthly Salary: Not Disclosed

Posted on: 4 days ago

Vacancies: 1 Vacancy

Job Summary

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 please review this tip sheet.

The Department of Neurological Surgery is currently seeking a full time Sr. Executive Assistant to work in Miami FL. The Senior Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Vice President 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 Senior Executive Assistant has delegated authority regarding matters of addition performs work without specific instruction or prescribed procedures.

CORE JOB FUNCTIONS

Reports to and supports top-level leadership (Vice President 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.

CORE QUALIFICATIONS

Education:
Associate degree or equivalent

Experience:
Minimum 7 years of relevant experience

Any relevant education certifications and/or work experience may be considered.

Knowledge Skills and Attitudes:

Learning Agility: Ability to learn new procedures technologies and protocols and adapt to changing priorities and work demands.
Teamwork: Ability to work collaboratively with others and contribute to a team environment.
Technical Proficiency: Skilled in using office software technology and relevant computer applications.
Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

DEPARTMENT ADDENDUM

Department Specific Functions

Primarily responsible forrepresentingthe department Chair both nationally and internationally among the highest levels of university administration the medical community and its recognized organizations governmental and public agencies media high profile business leaders organizations and majordonors.

Administrativesupportthe department Chair with day-to-day tasks (Managing calendar scheduling meetings taking minutes travel arrangements reserving conference rooms etc.)

Responsible for handling all matters involving the Chairs activities including complex unique and confidential situations.Independentlyfacilitatesand initiates leadership communications and interactions on behalf of and in line with the Chairs preferences and universityguidelines.

Independently carries out key responsibilities and project management under the Chairs purview such asmonitoringand evaluating projects financial planning and review and communicating progress to seniormanagement.

Provides support to the Chair in convening required meetings on short- and long-term projects. This may include undertaking research tracking trends preparing presentations; development of meeting agendas; drafting briefing papers and/or compiling pertinent background materials for attendees; preparing summaries of discussion; coordinating logistical arrangements; and ensuringappropriateand effective communication withparticipants.

Works in coordination with other UMMSM staff to oversee complex high-priority projects that require cross-functional engagement with key staff across the organization and with externalstakeholders.

Assists in developing funding proposals and initiatives for fundraising purposes in cooperation withDevelopment.

Prepares correspondenceassistswith speeches and presentations to nationally and internationally recognized organizations.Includes coordinating research gathering data and conferring with colleagues serving as primary contact for all activities for theChair.

Provide Administrative Support to NRS faculty andproviders.

Assistwith preparation of special projects and or reports: (Press Ganey KYRUUS and Power BI scorecards United Way)

Supports department and/or department leadership with daily clerical tasksand orspecialprojects.

Responsible for completing medical forms such as (FMLA Home Health patient lettersetc.)

Responsible for processing reimbursements andreconciling ofcharges whenneeded.

Overseesthe Promotion and Tenure process for the departmentsfaculty.

Oversees the Voluntary Faculty process for thedepartment.

Executes OARF for new facultyrecruits.

Assistwith the development of special projectsand orevents as needed in thedepartment.

Ensuretimelyandaccuratecompletion of clinical documentation within In Basket workflows.

Provide cross-coverage and support to Sr. Administrative Assistants as needed.

Assist SAO with ongoing administrative needs as needed.

Assistwith any other tasks asdeterminednecessary.

Department Specific Qualifications

Education:

Bachelors degree.

Experience:

Strong interpersonal and organizational skills withdemonstratedcapacity to develop and implement strategies plans and solutions toidentifiedissues and problems.

Superior critical thinking skills including the capacity toidentify appropriately assess and prioritize competing interests and directives.

Exceptional research writing analytical and organizational skills and the ability to convey complex concepts in a clearconciseand logical manner.

Good judgment discretion and tact.

Ability to collaborate and work closely with staff senior leadersfacultyand the community onhealth relatedmissions.

Demonstrated ethical behaviorprofessionalismand interpersonal skills.

Ability tooperateautonomously.

Ability to manage details of multiple projects with firm schedules/deadlines.

KnowledgeSkillsandAbilities:

Minimum of five years of relevant work experience.

Proficiencyin Microsoft Officeand AdobePrograms (Word Outlook Excel PowerPoint etc.)

Excellent written and verbal communication skills

Strong interpersonal skills

Strong multi-tasking skills

Ability to handle confidentialinformation

#ED-LI1

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. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status:

Full time

Employee Type:

Staff

Required Experience:

Senior IC

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 please review this tip sheet.The Department of Neurological Surg...