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The University of Miami UHealth at SoLé Mia opening September 2025, will bring high-quality academic medicine to North Miami, Aventura, and surrounding communities.
Our expert team of physicians and staff will represent a wide range of specialties, including NCI–designated Sylvester Comprehensive Cancer Center and Bascom Palmer Eye Institute, the number one eye hospital in the nation. UHealth at SoLé Mia will also deliver the latest in urologic treatments from the renowned Desai Sethi Urology Institute as well as top-notch care from UHealth’s nationally ranked neurology and neurosurgery programs.
The University of Miami UHealth – Department of Surgery at SoLé Mia has an exciting opportunity for a full time Sr. Administrative Assistant.
CORE JOB FUNCTIONS
- 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.
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
Education:
High school diploma or equivalent
Certification and Licensing:
Not Applicable
Experience:
Minimum 3 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 maintain effective interpersonal relationships
- 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)
DEPARTMENT ADDENDUM
Department Specific Functions
Medical Staff Office and Reappointments
- Coordinates the preparation and submission of reappointment packets for faculty members, including gathering medical licenses, certifications, CME’s, and case log reports ensuring compliance with the medical staff requirements
- Liaises with UMH & JHS Credentialing teams to track application status and ensure timely processing, especially for clinical and OR coverage needs.
Division-Level Administrative Support
- Provides cross-functional administrative support to multiple divisions (Endocrine Surgery, Colorectal Surgery, and General Surgery) liaison with clinical, surgical, research and academic teams
- Coordinates with division managers and senior officers to align administrative processes with operational goals.
- Schedule internal and external meetings, providing proactive and real-time calendar management. Attend / coordinate meetings as needed and prepare meeting minutes. Screen requests to determine priority level, including visitors, phone calls, and incoming correspondence. Refer visitors/callers to appropriate individuals within the organization
- Responsible for administrative procedures, including business mail, travel arrangements, expense reports, authorizations, and approvals
- Composes correspondence or selects standardized formats. Prepares financial forms (IDRs, BERFs, Pos, work orders, check requisitions, etc. for the department).
- Upholds a safe, secure, and healthy work environment by establishing and following standards and procedures, complying with legal regulations.
- Keeps supplies ready by inventorying stock; placing orders; verifying receipt. Keeps equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, performing preventive maintenance, and scheduling repairs.
- Supports departmental faculty and other departmental and University programs. Maintain the electronic faculty files, including licensure and compliance.
- Ensures that all administrative/clerical staff and volunteers always maintain a professional demeanor and provide superior customer service, with special care given to sensitive HIPAA and other confidential materials.
- Performs other duties as assigned.
Department Specific Qualifications
Education:
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Certification and Licensing:
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Experience:
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Knowledge, Skills and Attitudes:
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 - 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. Click here for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H5
