Apply on Employer Site

University of Miami · 12 hours ago

Sr. Administrative Assistant

Miami, FL

Full-time

Onsite

Senior Level

5+ years exp

The University of Miami is an academic medical center providing leading-edge patient care and research. They are seeking a Sr. Administrative Assistant to support the efficient operations of the office and assist department leadership with various clerical functions and office support activities.

Higher Education

H1B Sponsor Likely

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 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

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 PowerPoints 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

Maintaining electronic storage of information on meetings, including related correspondence, meeting announcements, attendance roster, hand-outs

Assisting with the implementation of new initiatives

Managing all travel aspects for assigned Sylvester Faculty Investigators/Staff Leaders

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

Assisting with the electronic storage of key information and maintaining a filing system regarding meetings, including related correspondences, meeting announcements, attendance roster, handouts, and minutes as required

Managing and reviewing mail as required

Providing cross-coverage and support for other Sylvester Administrative Assistants as requested

Ensuring completed work products meet required timelines and standards of quality

Attending required meetings and trainings as indicated by supervisor

Regularly scheduled one-on-one meetings with supervisor and communicates with supervisor regarding: Current workload and bandwidth as it pertains to administrative support provided to assigned Sylvester Faculty Investigators

Proposed solutions to operational and administrative problems identified

Opportunities for improvement in operating practices such as record keeping, forms control, or workflow, and recommend changes

Regularly scheduled Sylvester administrative staff team meetings

Trainings regarding university policies, procedures, and systems

Stays abreast of and complies with all University of Miami and University of Miami Hospital and Clinics/Sylvester policies and procedures

Order office supplies, communicate with facilities for any maintenance required, and plan office celebrations and events as needed

Manage and block time for requested meetings on conference room calendars

Qualification

Microsoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPointData entryMeeting coordinationBilingual English/SpanishInterpersonal relationshipsOffice proceduresRecord keepingEffective communication

Required

High school diploma or equivalent

Minimum 3 years of relevant experience

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

Excellent computer skills required (proficiency in typing, data entry, and in applications such as Microsoft Outlook, Word, Excel, and PowerPoint)

Ability to coordinate and prioritize multiple tasks, projects and schedules

Must have excellent written and verbal communication skills and be able to work under minimal direction

Knowledge of routine office practices and procedures

Knowledge of simple data processing and transmission principles

Ability to understand and follow oral and written instructions

Ability to interface professionally with departmental clinical faculty, hospital related faculty, cancer center related faculty, senior administrative personnel of the cancer center, department and senior representatives of other departments

Preferred

Bachelor's degree preferred

Five (5) years of progressive experience. Equivalent combinations of education/experience may be considered

Bilingual English/Spanish fluency preferred

Benefits

Medical

Dental

Tuition remission

And more

Company

University of Miami

Glassdoor3.9

At UM you'll join a diverse and energized academic community.

Founded in 1925

Coral Gables, fl, US

5001-10000 employees

http://miami.edu

H1B Sponsorship

University of Miami has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (137)

2024 (153)

2023 (150)

2022 (122)

2021 (95)

2020 (114)