Sr. Administrative Assistant

The University of Miami/UHealth Department of Public Health has an exciting opportunity for a full time Sr. Administrative Assistant to work in Miami, FL.

The candidate for this position will report to the Sr Administrative Officer and will manage the Faculty Administrative Support Staff Unit for the Department of Public Health Sciences’ general administrative matters. The Senior Administrative Assistant performs both technical and complex administrative projects as well as general clerical work in support of the day-to-day operations of the faculty administrative support staff. Apply independent judgment in the completion of assignments which include data compilation and analysis, the development and preparation of unit and project and discretionary budgets, and monitoring faculty administrative support unit expenses. Will act as a lead to lower level administrative staff assigned to the unit.

Core Responsibilities:                                                                                   

• Supports department and/or department leadership with daily clerical tasks.
• Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
• 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.
• Plans meetings and takes detailed minutes, as needed.
• Answers phone calls, provides information to callers or connects callers to appropriate staff.
• Schedules appointments and updates calendars.
• Makes travel arrangements and reservations for department leadership and staff, as needed.
• Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
• Greets and provides general support to visitors.
• Develops and maintains department filing system.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions:

• Responsible for submitting new VISA requests for new hires, renewals, request amendments for current VISA holders transferring to the University and submitting scholar applications.
• Initiates all voluntary and secondary appointments packets to submit to Faculty Affairs for processing.
• Submit all the PhD stipends in Workday for the department.
• Assist with the Ignite Empowering events for the department.
• Assist Division Directors with any assistance requested.
• Oversee the daily functions of all Divisions.
• Works along with the Finance and Research Support team on obtaining approval for all expenditures.
• Managed administrative support which often includes details of a confidential nature for the Department of Public Health Sciences.
• Responsible for the faculty administrative support unit fiscal budget.
• Will assist at the faculty request, on managing faculty discretionary allocation spending and tracking expenditure approvals.
• Primarily exercises discretion and independent judgment in daily activities.
• Work directly with a faculty when confidential information is being submitted.
• Interprets and adapts internal processes to comply with guidelines as they develop or change within UMSOM.
• Analyzes operating practices and processes and recommends changes as needed.
• Provides recommendations to solve administrative problems and to improve Faculty administrative support processes.
• Works closely with the Sr. Administrative Officer and the Asst. Director of Business Operations regarding matters related to compliance, policies, and procedures.
• Interacts with departmental faculty, departmental administrators, other university administrators, central offices, and external administrators to coordinate meetings and initiatives.
• Ensure work products meet required deadlines and standards of quality.
• Resolves unique situations where each contact must be managed differently using judgment and discretion.
• Responsible for planning and organizing work related to major projects for the department faculty this could include manuscript formatting, updating other support documents, compiling references for a manuscript and/or grant submission.
• Manage special projects assigned by the Sr. Administrative Officer and the Asst. Business Operations Director.
• Review, revise, and create SOPs for all faculty support administrative functions, University systems, processes, and tasks.
• Oversees and monitors the process and timeliness of faculty requests made to the division students to schedule meetings, conferences, travel, and maintenance of all information relevant to the meetings as requested by faculty.
• Oversees and ensures (per faculty requests) that all appropriate travel arrangements are made accordingly for faculty conferences, domestic and/or international site visits, collaborating institutions, and other travels as needed.
• Supervises, trains and manages faculty administrative support staff with the organization, prioritization and scheduling of all administrative support tasks including but not limited to meetings, preparation of PowerPoint presentations, logistics for visitors, (coordination of information gathering and development of drafts), talking points, formatting documents, publication searches, CV updates, meeting agendas etc.
• Take minutes for divisional faculty meetings as requested by division directors.
• Oversees, trains, and preparation of financial forms and processes (IDRs, eBERF’s, POs, work orders, check requisitions, supply orders, reconciliation of travel cards for Faculty, etc.) and provide overall support to division faculty members as requested.
• Oversees the scheduled events for department, room reservations, ensure room is set up to accommodate all attendees, arranging AV support as needed, organizing and printing agendas, and ordering food and refreshments as needed including completion of ECC form (event prior approval form to medical finance) as requested by faculty.
• Trains, develop, manage and oversees the performance of assigned administrative support personnel and workload accordingly.
• Oversight of administrative support staff will be required.
• Resolves unique situations where each contact must be managed differently using judgment discretion.
• *Other duties as assigned.

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:                                                                                  

• High School Diploma or equivalent. Bachelor’s degree preferred.
• Minimum 3 years of relevant experience required. Five (5) years of progressive related experience preferred.
• 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.
• Knowledge of routine office practices and procedures. Knowledge of simple data processing and transmission principles
• Ability to utilize computerized information systems
• Ability to read and decipher data on source documents to be entered
• Ability to understand and follow oral and written instructions
• Must be self-starter, organized, and able to follow through on tasks in timely manner
• Ability to be proactive in identifying areas in operations where the candidate can make positive contributions
• High level of competence and integrity in organizational and interpersonal skills
• Effective communication skills and detailed oriented
• Proficient computer skills (PowerPoint, WORD, internet searching)
• Transcription experience a plus
• Familiarity with new UM systems and ability to train others

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