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:

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

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

Manages complex calendars for the Division Chief/Physician-in-Chief and assigned faculty, coordinating clinical, academic, research, and leadership commitments and resolving scheduling conflicts and competing priorities.

Provides comprehensive administrative support to 6–8 Division faculty, including correspondence, meeting coordination, presentation and manuscript support, travel arrangements, and other administrative needs.

Coordinates Division-level initiatives and special projects, including collecting, organizing, and maintaining information and data needed to support leadership priorities and decision-making.

Prepares, reviews, and processes administrative and financial documentation, including business expense reimbursements (BERFs), travel-related documentation, and other transactions, ensuring accuracy, compliance, and timely submission.

Supports academic, clinical, and research operations by coordinating meetings, maintaining records, assisting with reports and documentation, monitoring deadlines, and facilitating follow-up across multiple stakeholders.

Develops and maintains Division communications, including internal announcements, faculty and program updates, and other communications supporting Division activities and initiatives.

Creates, manages, and publishes social media content highlighting Division activities, announcements, accomplishments, faculty, programs, and events.

Develops and maintains the Division newsletter, including soliciting, collecting, organizing, editing, and coordinating content from faculty, staff, fellows, and other contributors.

Provides onboarding assistance and training to new administrative staff and supports consistent application of Division…