Executive Assistant

CORE JOB FUNCTIONS

Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support. Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion. Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for executive to include the rescheduling and/or cancellation of other high-level meetings. Manages executive’s travel arrangements and budget. Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive. Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls. Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive. Prioritizes and manages multiple projects and/or special assignments championed by the executive. Leads the planning of annual or ad-hoc special events. Trains and supervises lower level clerical staff as needed. Adheres to University and unit-level policies and procedures and safeguards University assets. Department Specific Functions Reports to and support leadership (Department Chair and Vice Chair of Operations) with daily administrative and clerical tasks. Manages and maintain department leadership’s (Department Chair and Vice Chair of Operations) calendars; schedule and respond to meeting requests. Prepare effective correspondence, spreadsheets, and presentations on behalf of leadership. Prepare expense reports and submit supporting documents required for reimbursement for travel expenses, membership dues, license renewals, CMEs, etc... including but not limited to, gathering all pertinent receipts and supporting documents for reimbursement in Workday. Schedule department meetings and take detailed minutes as needed. Update and manage faculty time-off calendars and cross-reference with on-call schedules to ensure proper coverage is obtained for the entire department. Manage Department and Administrative On-Call schedule and upload in the Amcom (Spok) system for the on-call physicians. Route change in service forms for approval and submit the PLR (Physician Leave Requests) for clinic closure and time-off requests (Department Chair and Vice Chair of Operations). Review and process PLRs (Physician Leave Requests) for the entire department, verify appropriate clinic closure duration, location, coverage, and time-off approved in Workday. 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. Act as liaison for Department Chair and Vice Chair of Operations. Primary Recruiter (Faculty e‑Recruiting): View recruitment activity for Faculty positions in Assigned School, College or Centers. Has access to manage e‑Recruiting efforts for Job Requisitions. Assist with new faculty on‑boarding process; ensures that faculty is added to all appropriate monthly meetings and events, added to the department website, added to the on‑call physician system, etc… Schedule applicant interviews with interviewers (virtual and in‑person), make travel arrangements as needed, and create applicant itinerary. Review and process Physician leave requests and add‑on sessions for the entire department. Plan annual department events such as Research Day and assist with monthly Grand Rounds. Update and maintain department website. Prepare clinical documents, respond to external vendors requests and request medical records for continued patient care. Obtain prior authorization for imaging service, Physical Therapy, Occupational Therapy, etc. when scheduled services are not within the University of Miami. Maintain department and scanning external medical records, correspondence, and patient documents into UChart. Prepare clinical schedules for clinical physician prior to schedule clinic. Keep manual wait list for clinical physician and update as needed for scheduling by CBO team. General clerical tasks consisting of preparing documents for distribute for signature. Retrieve, sort and distribute mail. Maintain inventory and order office supplies as needed. Greet visitors and callers and assist them with any necessary inquiries. Answer phone calls and route calls accordingly. Provide staff relief as needed.

CORE QUALIFICATIONS

Associate’s degree in relevant field Minimum 5 years of relevant experience 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 process and handle confidential information with discretion. Skill in completing assignments accurately and with attention to detail. Proficiency in computer software (i.e., Microsoft Office). The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. 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 certain categories protected by Federal law. Job Status: Full time Employee Type: Staff Pay Grade: H9 #J-18808-Ljbffr University of Miami