University of Miami
Executive Assistant (H)
University of Miami, Miami, Florida, us, 33222
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The Department of Physical Medicine and Rehabilitation is currently seeking a full-time Executive Assistant to work in Miami. The Executive Assistant (A) leads the broad scope of executive support-related activities and/or special projects for top-level leadership and their functional area(s) to facilitate the efficient operations of the office and function. The Executive Assistant (A) schedules management, office management, travel arrangements, communications, information preparation, data management, and analysis. The incumbent represents the executive and their interests to others. The Executive Assistant (A) delegates authority regarding matters of significance.
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 meetings 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 judgment 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 the 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 supports leadership (Department Chair and Vice Chair of Operations) with daily administrative and clerical tasks.
Manages and maintains department leadership’s (Department Chair and Vice Chair of Operations) calendars; schedules and responds to meeting requests.
Prepares effective correspondence, spreadsheets, and presentations on behalf of leadership.
Prepares expense reports and submits supporting documents required for reimbursement for travel expenses, membership dues, license renewals, CMEs, etc., including gathering all pertinent receipts and supporting documents for reimbursement in Workday.
Schedules department meetings and takes detailed minutes as needed.
Updates and manages faculty time-off calendars and cross-references with on-call schedules to ensure proper coverage is obtained for the entire department.
Manages Department and Administrative On-Call schedule and uploads in the Amcom (Spok) system for the on-call physicians.
Routes change in service forms for approval and submits the PLR (Physician Leave Requests) for clinic closure and time-off requests (Department Chair and Vice Chair of Operations).
Reviews and processes PLRs (Physician Leave Requests) for the entire department, verifying 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. Acts as liaison for Department Chair and Vice Chair of Operations.
Primary Recruiter (Faculty e‐Recruiting): Views recruitment activity for Faculty positions in Assigned School, College, or Centers. Has access to manage e‐Recruiting efforts for Job Requisitions.
Assists with new faculty onboarding 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.
Schedules applicant interviews with interviewers (virtual and in-person), makes travel arrangements as needed, and creates applicant itinerary.
Reviews and processes Physician leave requests and add-on sessions for the entire department.
Plans annual department events such as Research Day and assists with monthly Grand Rounds.
Updates and maintains department website.
Prepares clinical documents, responds to external vendors' requests, and requests medical records for continued patient care.
Obtains prior authorization for imaging services, Physical Therapy, Occupational Therapy, etc., when scheduled services are not within the University of Miami.
Maintains department and scans external medical records, correspondence, and patient documents into UChart.
Prepares clinical schedules for clinical physicians prior to schedule clinic.
Keeps manual waitlist for clinical physicians and updates as needed for scheduling by CBO team.
General clerical tasks consisting of preparing documents for distribution for signature.
Retrieves, sorts, and distributes mail.
Maintains inventory and orders office supplies as needed.
Greets visitors and callers and assists them with any necessary inquiries.
Answers phone calls and routes calls accordingly.
Provides staff relief as needed.
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’s degree in a relevant field.
Minimum 5 years of relevant experience.
Any relevant education, certifications, and/or work experience may be considered.
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.
UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the groundbreaking 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.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
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
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The Department of Physical Medicine and Rehabilitation is currently seeking a full-time Executive Assistant to work in Miami. The Executive Assistant (A) leads the broad scope of executive support-related activities and/or special projects for top-level leadership and their functional area(s) to facilitate the efficient operations of the office and function. The Executive Assistant (A) schedules management, office management, travel arrangements, communications, information preparation, data management, and analysis. The incumbent represents the executive and their interests to others. The Executive Assistant (A) delegates authority regarding matters of significance.
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 meetings 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 judgment 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 the 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 supports leadership (Department Chair and Vice Chair of Operations) with daily administrative and clerical tasks.
Manages and maintains department leadership’s (Department Chair and Vice Chair of Operations) calendars; schedules and responds to meeting requests.
Prepares effective correspondence, spreadsheets, and presentations on behalf of leadership.
Prepares expense reports and submits supporting documents required for reimbursement for travel expenses, membership dues, license renewals, CMEs, etc., including gathering all pertinent receipts and supporting documents for reimbursement in Workday.
Schedules department meetings and takes detailed minutes as needed.
Updates and manages faculty time-off calendars and cross-references with on-call schedules to ensure proper coverage is obtained for the entire department.
Manages Department and Administrative On-Call schedule and uploads in the Amcom (Spok) system for the on-call physicians.
Routes change in service forms for approval and submits the PLR (Physician Leave Requests) for clinic closure and time-off requests (Department Chair and Vice Chair of Operations).
Reviews and processes PLRs (Physician Leave Requests) for the entire department, verifying 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. Acts as liaison for Department Chair and Vice Chair of Operations.
Primary Recruiter (Faculty e‐Recruiting): Views recruitment activity for Faculty positions in Assigned School, College, or Centers. Has access to manage e‐Recruiting efforts for Job Requisitions.
Assists with new faculty onboarding 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.
Schedules applicant interviews with interviewers (virtual and in-person), makes travel arrangements as needed, and creates applicant itinerary.
Reviews and processes Physician leave requests and add-on sessions for the entire department.
Plans annual department events such as Research Day and assists with monthly Grand Rounds.
Updates and maintains department website.
Prepares clinical documents, responds to external vendors' requests, and requests medical records for continued patient care.
Obtains prior authorization for imaging services, Physical Therapy, Occupational Therapy, etc., when scheduled services are not within the University of Miami.
Maintains department and scans external medical records, correspondence, and patient documents into UChart.
Prepares clinical schedules for clinical physicians prior to schedule clinic.
Keeps manual waitlist for clinical physicians and updates as needed for scheduling by CBO team.
General clerical tasks consisting of preparing documents for distribution for signature.
Retrieves, sorts, and distributes mail.
Maintains inventory and orders office supplies as needed.
Greets visitors and callers and assists them with any necessary inquiries.
Answers phone calls and routes calls accordingly.
Provides staff relief as needed.
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’s degree in a relevant field.
Minimum 5 years of relevant experience.
Any relevant education, certifications, and/or work experience may be considered.
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.
UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the groundbreaking 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.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
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
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