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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 significance. In 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 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.
CORE QUALIFICATIONS
Education:
Associate degree or equivalent
Experience:
Minimum 7 years of relevant experience
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 for representing the 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 major donors.
Administrative support the 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 Chair’s activities including complex, unique, and confidential situations. Independently facilitates and initiates leadership communications and interactions on behalf of and in line with the Chair’s preferences and university guidelines.
Independently carries out key responsibilities and project management under the Chair’s purview, such as monitoring and evaluating projects, financial planning, and review, and communicating progress to senior management.
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 ensuring appropriate and effective communication with participants.
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 external stakeholders.
Assists in developing funding proposals and initiatives for fundraising purposes in cooperation with Development.
Prepares correspondence, assists with 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 the Chair.
Provide Administrative Support to NRS faculty and providers.
Assist with 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 tasks and or special projects.
Responsible for completing medical forms such as (FMLA, Home Health, patient letters, etc.)
Responsible for processing reimbursements and reconciling of charges when needed.
Oversees the Promotion and Tenure process for the department’s faculty.
Oversees the Voluntary Faculty process for the department.
Executes OARF for new faculty recruits.
Assist with the development of special projects and or events as needed in the department.
Ensure timely and accurate completion 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.
Assist with any other tasks as determined necessary.
Department Specific Qualifications
Education:
Bachelor’s degree.
Experience:
Strong interpersonal and organizational skills with demonstrated capacity to develop and implement strategies, plans and solutions to identified issues and problems.
Superior critical thinking skills, including the capacity to identify, appropriately assess, and prioritize competing interests and directives.
Exceptional research, writing, analytical and organizational skills, and the ability to convey complex concepts in a clear, concise and logical manner.
Good judgment, discretion, and tact.
Ability to collaborate and work closely with staff, senior leaders, faculty and the community on health related missions.
Demonstrated ethical behavior, professionalism and interpersonal skills.
Ability to operate autonomously.
Ability to manage details of multiple projects with firm schedules/deadlines.
Knowledge, Skills and Abilities:
Minimum of five years of relevant work experience.
Proficiency in Microsoft Office and Adobe Programs (Word, Outlook, Excel, PowerPoint, etc.)
Excellent written and verbal communication skills
Strong interpersonal skills
Strong multi-tasking skills
Ability to handle confidential information
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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.
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 timeEmployee Type:
Staff