Sr. Administrative Assistant

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please  to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet.

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

The Senior Administrative Assistant provides high-level administrative and operational support to the Division Chief/Physician-in-Chief and division faculty, ensuring the efficient and effective functioning of the Division of Neonatology.

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

* Exercises a high degree of discretion, independent judgment, and initiative in managing daily operations and prioritizing competing demands.

* Serves as primary administrative support to the Division Chief/Physician-in-Chief, managing complex and confidential matters, anticipating needs, and facilitating timely resolution of issues.

* Coordinates and manages complex calendars for the Division Chief and assigned faculty, including clinical, academic, and leadership commitments, ensuring alignment with institutional priorities.

* Provides comprehensive administrative support to 6-8 division faculty, including correspondence, manuscript preparation, presentation materials, meeting coordination, and travel arrangements.

* Facilitates division-level initiatives and special projects by collecting, organizing, and analyzing data to support leadership decision-making.

* Prepares, reviews, and processes administrative and financial documentation, including travel reimbursements (BERFs), ensuring accuracy, compliance, and timely submission.

* Supports academic and clinical operations by coordinating meetings, maintaining records, assisting with reports, and ensuring deadlines are met across multiple stakeholders.

* Coordinates the Physician Educational Observation Program, including review and processing of applications, scheduling rotations, and serving as the primary liaison for visiting physicians.

* Develops and maintains division communications, including assisting with internal communications and contributing to social media content to support divisional visibility and engagement.

* Provides onboarding support and training for new administrative staff, ensuring consistency in division processes and workflows.

* Independently resolves complex administrative issues escalated by faculty or leadership, applying critical thinking and sound judgment.

* Serves as a key point of coordination between the Division Chief, faculty, and internal and external stakeholders, supporting seamless communication and operations.

* Performs other duties as assigned in support of divisional priorities.

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

* Minimum 3 years of administrative experience supporting senior leadership, preferably in an academic medical or healthcare setting.

* Experience supporting multiple faculty in a fast-paced environment with complex scheduling needs.

* Strong organizational skills with the ability to manage competing priorities independently.

* Experience handling confidential information with discretion.

* Familiarity with travel coordination, reimbursement processes, and systems such as Workday.

* Proficiency in Microsoft Office and collaboration tools (e.g., Teams).

* Strong written and verbal communication skills.

* Ability to communicate effectively in both oral and written form.

* Ability to maintain effective interpersonal relationships with faculty, staff, and external stakeholders.

* Ability to exercise sound judgment, discretion, and maintain confidentiality.

* Ability to prioritize work, manage multiple tasks, and meet deadlines in a fast-paced environment.

* Skill in completing assignments accurately and…