Sr. Administrative Assistant

Sr. Administrative Assistant

University of Miami – UHealth Department of SCCC (Full‑time, on‑site at UHealth Medical Campus, 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 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.

Administrative Support (Department‑specific responsibilities)

• Scheduling and coordinating meetings; day‑to‑day calendar management for Faculty Investigators.
• Coordinating meeting space with UM facilities, ordering catering, and arranging AV.
• Preparing, coordinating, and disseminating documentation (agendas, materials).
• Preparing Power Points, notifying participants, recording meeting minutes.
• Answering telephones, taking messages, responding to routine questions, transferring calls.
• Greeting visitors, handling inquiries, directing them to appropriate persons.
• Preparing correspondence such as announcements, letters of support, memos, email communications on behalf of researchers.
• Managing travel arrangements: airlines, hotels, registrations, agenda gathering, material prep.
• Tracking, managing, and processing reimbursements according to University policies.
• Assisting with preparation of special reports and major project planning.
• Coordinating and monitoring major cancer center deadlines and developing monitoring systems.
• Maintaining electronic storage of key information and filing system for meetings.
• Providing cross‑coverage and support for other administrative assistants.
• Ensuring completed work products meet required timelines and standards of quality.
• Attending required meetings and trainings, communicating with supervisor regarding workload, solutions, and improvements.

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.
• Effective oral and written communication skills.
• Interpersonal relationship building.

Education Requirements (Essential)

• Preferred Bachelor's degree.

Work Experience Requirements (Essential)

• Five (5) years of progressive experience; equivalent combinations of education/experience may be considered.

Additional Skills

• Fluency in English/Spanish (preferred).
• Excellent computer skills (typing, data entry, Microsoft Office suite).
• Ability to coordinate and prioritize multiple tasks, projects and schedules.
• Strong written and verbal communication; can work under minimal direction.
• Knowledge of routine office practices, data processing, and transmission principles.
• Ability to understand and follow oral and written instructions.
• Professional interface with departmental and hospital faculty and senior administrators.

Benefits

The University of Miami offers competitive salaries and a comprehensive benefits package, including medical, dental, tuition remission and more.

Equal Opportunity Statement

The University of Miami is an Equal Opportunity Employer – Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on categories protected by Federal law.

Job Status

Full time

Employee Type

Staff

Pay Grade

H5

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