Sr. Administrative Assistant

Full-time staff position in the Department of Public Health Sciences, University of Miami / UHealth, located in Miami, FL. Reports to the Senior Administrative Officer.

About the role

Manages the Faculty Administrative Support Staff Unit for the Department of Public Health Sciences’ general administrative matters. 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. Applies independent judgment to data compilation, analysis, budget development, expense monitoring, and oversight of lower-level administrative staff.

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.
• Composes and types correspondence, creates spreadsheets, and develops 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

• Submits new VISA requests for new hires, renewals, and amendments for current VISA holders transferring to the University; submits scholar applications.
• Initiates all voluntary and secondary appointment packets to submit to Faculty Affairs for processing.
• Submits all PhD stipends in Workday for the department.
• Assists with Ignite Empowering events for the department.
• Assists Division Directors with any requested support.
• Oversees the daily functions of all Divisions.
• Works with the Finance and Research Support team on obtaining approval for all expenditures.
• Manages administrative support involving confidential details for the Department of Public Health Sciences.
• Responsible for the faculty administrative support unit fiscal budget.
• Assists faculty with managing discretionary allocation spending and tracking expenditure approvals.
• Exercises discretion and independent judgment in daily activities.
• Works directly with faculty when confidential information is submitted.
• Interprets and adapts internal processes to comply with evolving University of Maryland School of Medicine (UMSOM) guidelines.
• Analyzes operating practices and processes and recommends changes as needed.
• Provides recommendations to solve administrative problems and improve Faculty administrative support processes.
• Works closely with the Senior Administrative Officer and the Assistant Director of Business Operations on compliance, policies, and procedures.
• Coordinates meetings and initiatives with departmental faculty, administrators, central offices, and external administrators.
• Ensures work products meet required deadlines and standards of quality.
• Resolves unique situations requiring tailored judgment and discretion.
• Plans and organizes work related to major projects for department faculty, including manuscript formatting, updating support documents, compiling references for manuscripts and/or grant submissions.
• Manages special projects assigned by the Senior Administrative Officer and the Assistant Business Operations Director.
• Reviews, revises, and creates Standard Operating Procedures (SOPs) for all faculty support administrative functions, University systems, processes, and tasks.
• Oversees and monitors the process and timeliness of faculty requests to division students for scheduling meetings, conferences, travel, and maintenance of relevant information.
• Ensures all appropriate travel arrangements are made for faculty conferences, domestic and/or international site visits, collaborating institutions, and other travels as requested.
• Supervises, trains, and manages faculty administrative support staff with organization, prioritization, and scheduling of tasks including meetings, PowerPoint presentations, visitor logistics, information gathering, talking points, document formatting, publication searches, CV updates, and meeting agendas.
• Takes minutes for divisional faculty meetings as requested by division directors.
• Oversees, trains, and prepares financial forms and processes (IDRs, eBERFs, POs, work orders, check requisitions, supply orders, reconciliation of travel cards for faculty, etc.) and provides overall support to division faculty members.
• Oversees scheduled events for the department, including room reservations, setup, AV support, agenda printing, and food/refreshment ordering, including completion of ECC forms (event prior approval forms to medical finance).
• Trains, develops, manages, and oversees the performance of assigned administrative support personnel and workload.
• Resolves unique situations requiring tailored judgment and discretion.
• Other duties as assigned.

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.

Skills

• 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.
• Self-starter, organized, and able to follow through on tasks in a timely manner.
• Proactive in identifying areas where positive contributions can be made.
• High level of competence and integrity in organizational and interpersonal skills.
• Effective communication skills and detail-oriented.
• Proficient computer skills (PowerPoint, Word, internet searching).
• Transcription experience a plus.
• Familiarity with new UM systems and ability to train others.

Benefits

• Competitive salaries.
• Comprehensive benefits package including medical and dental insurance.
• Tuition remission.