Executive Assistant

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UMMG Dept of Interventional Radiology has an exciting opportunity for an Executive Assistant position. The incumbent leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

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.

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

• Associate degree in relevant field required
• Minimum 5 years of relevant experience required

Certification and Licensing:
Refer to department description for applicable certification requirements

Knowledge, Skills and Abilities:

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

DEPARTMENT SPECIFIC JOB FUNCTIONS

• Manage complex physician and administrator calendars, scheduling priorities, travel coordination, conference registrations, interviews, meetings, lectures, and institutional activities across clinical, academic, and research operations.
• Support Department Administrators with other responsibilities as assigned.
• Coordinate departmental leadership meetings, committee meetings, multidisciplinary conferences, workshops, galas, and strategic planning sessions, including preparation of agendas, presentations, meeting materials, meeting minutes, and follow-up action items.
• Serve as a primary administrative liaison between departmental leadership, hospital administration, faculty, research teams, referring services, vendors, and external stakeholders.
• Supports administrative operations including mail review and prioritization, supply requisition and purchasing coordination, vendor services oversight, and the ability to independently manage multiple competing priorities.
• Coordinate departmental events, faculty retreats, visiting professor programs, on-site visits, and special projects.
• Assist with operational initiatives, quality improvement projects, accreditation activities, departmental reporting requirements, and project management tracking for timelines, deliverables, and cross-functional initiatives.
• Prepare and maintain reports, dashboards, spreadsheets, presentations, images, graphs, tables, PowerPoint presentations, CVs, and other administrative documents.
• Coordinate faculty onboarding, recruitment interviews, site visits, credentialing documentation, licensure renewals, DEA renewals, CME tracking, certification updates, promotion-related administrative processes, and distribution of updated physician documentation to internal and external entities.
• Process expense reports, purchasing requests, reimbursements, credit card reconciliations, purchase orders, and other financial administrative activities in accordance with institutional policies. This also includes monthly reconciliation of credit cards, preparation of POs and other reimbursements as needed.
• Maintain organized departmental files, shared drives, databases, confidential records, and division storage needs in compliance with institutional and regulatory standards.
• Facilitate communication and collaboration across clinical, research, and administrative teams to support departmental goals and operational efficiency.
• Utilize institutional systems and software platforms including Microsoft Office Suite, Outlook, Teams/Zoom, Epic, and other departmental systems.
• Coordinate visitor logistics, faculty guest accommodations, conference room reservations, catering arrangements, and on/off campus meetings and events.
• Answer phones, triage and follow through on messages and information requests from internal and external customers.
• Coordinate general and professional correspondence associated with faculty academic, research, and clinical work.
• Copy, fax, scan, and distribute documents for meetings, filing, and departmental operations.
• Prepare and submit leave requests and vacation/leave tracking forms as outlined by Department and University policy.
• Responsible for the maintenance, requisition, and submission of supplies for the division.
• Coordinate repairs, moves, or setup of phones, computers, pagers, equipment, and related office logistics as needed by faculty members.

DEPARTMENT PREFERRED QUALIFICATIONS

Education:

Associate's degree or higher in relevant field, preferred.

Certification and Licensing:

N/A

Experience:

Minimum 5 years of relevant experience in an academic/healthcare environment.

Any relevant education, certifications and/or work experience may be considered.

Knowledge, Skills and Abilities:

• Expertise in MS office suite, (word, excel, PowerPoint, Outlook) and Electronic Health Record (HER) systems.
• Technology skills required for use of Zoom and MS Teams
• Work confidently and independently to advance goals within broad parameters, and minimal supervision.
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Exceptional attention to detail, multitasking ability, and competency in project management.
• Familiarity with medical terms to assist in preparing, proofreading, and managing professional correspondence and reports.
• The candidate must be proactive, highly motivated and follow up to completion of assigned projects.
• Must have strong communication skills, both written and verbal.
• Ability to prioritize tasks effectively.
• Demonstrate good phone and email etiquette skills with strong response times.
• Must demonstrate a high level of organizational and time-management skills as well as ownership and accountability for all responsibilities and activities.
• Must have professional, appropriate appearance and demeanor.
• Must be able to work with high level of autonomy and independence and manage multiple priorities and projects successfully.
• Must be able and willing to work and thrive in a fast-paced environment, and to interact successfully with internal and external customers and co-workers at all levels of the organization.
• Will be expected to represent the Division and the Department with the highest level of professionalism and behavior.

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

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status:
Full time

Employee Type:
Staff