Sr. Administrative Assistant

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The University of Miami/UHealth Department of SCCC has an exciting opportunity for a Full Time Sr. Administrative Assistant to work onsite at the UHealth Medical Campus in Miami, FL.

CORE JOB SUMMARY

The Sr. Administrative Assistant (H) performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.

CORE JOB FUNCTIONS

* 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 of 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.

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

Education:

High school diploma or equivalent

Experience:

Minimum 3 years of relevant experience. Any relevant education, certifications and/or work experience may be considered.

Knowledge, Skills and Attitudes:

* General knowledge of office procedures and operations

* Ability to accurately prepare and maintain records, files, reports and correspondence

* Ability to communicate effectively in both oral and written form

* Ability to maintain effective interpersonal relationships

DEPARTMENT SPECIFICS

ADMINISTRATIVE SUPPORT:

Responsible for providing administrative support to assigned Sylvester Leadership and Staff. Specific duties include but are not limited to:
Scheduling and coordinating meetings and providing day-to-day calendar management support to Faculty Investigators. The position supports the administrative functions, day-to-day office and lab of Dr. Anna Lasorella and Dr. Antonio Iavarone.

Meeting coordination responsibilities may include but are not limited to:

* Coordinating meeting space with UM facilities, ordering catering, and determining, arranging, and setting up AV requirements.

* Preparing, coordinating, and disseminating documentation to distribute at meetings such as meeting agendas and meeting materials.

* Preparing Power Points as requested.

* Notifying participants of upcoming meetings, agendas, and location.

* Attending key meetings and recording meeting minutes as requested.

* Answering telephones, taking messages, answering routine questions, and transferring calls to appropriate individuals.

* Greeting visitors and callers, handling their inquiries, and direct them to the appropriate persons according to their needs.

* Preparing any required correspondence such as announcements, letters of support, memos, and email communications on behalf of Sylvester Faculty Investigators/Staff Leaders.

* Scheduling and coordinating conferences as required. This may include but is not limited to preparing correspondence, coordinating catering, AV requirements, and meeting space with UM facilities, and other administrative duties as assigned.

* Maintaining electronic storage of information on meetings, including related correspondence, meeting announcements, attendance roster, hand-outs, Assisting with the implementation of new initiatives. This includes gathering and preparing information needed for Sylvester Faculty Investigators/Staff Leaders to execute these initiatives.

* Managing all travel aspects for assigned Sylvester Faculty Investigators/Staff Leaders, including but not limited to:
Making travel arrangements (airlines, hotels, registrations, etc.), gathering meeting agendas, completing registrations, and preparation of materials.

* Tracking, managing, preparing, and processing reimbursements according to University policies in a timely fashion.

* Assisting with the preparation of special reports and participating with other center research administrative staff in the planning and organization of major projects.

* Coordinating and monitoring major cancer center deadlines for various activities relating to the Center. This includes developing a monitoring system to ascertain compliance and proper…