Executive Assistant (Public Health Sciences) job Miami Florida
Executive Assistant (Public Health Sciences) job Miami Florida
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Executive Assistant (Public Health Sciences) Job

Employer Name: SpiderID: 9361057
Location: Miami, Florida Date Posted: 2/5/2020
Wage: Negotiable Category: Secretary/Admin. Assistant/Receptionist
Job Code: R100038370

Job Description:

About This Position

The University of Miami, Miller School of Medicine's Department of Public Health Sciences has an exciting career opportunity for an Executive Assistant. This position reports to the Senior Associate Dean for Diversity, Inclusion and Community Engagement and provides administrative support and operational services with matters related to their collaboration with students, faculty, administration, staff and other members of the University of Miami community as well as outside entities. This requires political acumen, tactfulness and diplomacy and the ability to handle difficult situations with sensitivity. A self-directed individual using considerable independent discretion and judgment is essential for this position. High-level organizational skills, strong skills in communication and Microsoft office applications are required.

The duties and responsibilities for this position may include, but are not limited to:

  • Supports Senior Associate Dean and their administrative appointments with administrative, clerical and day-to-day tasks.

  • Schedules appointments and updates the calendar for the Senior Associate Dean. Manages the long-range calendars and scheduling plans to ensure compliance with priorities set by Senior Associate Dean, Executive Director for Diversity, Inclusion and Community Engagement, as well as, the Manger, Program for MD/MPH.

  • Develops detailed meeting minutes, documents, and agendas for staff meetings and other meetings requested by the Senior Associate Dean.

  • Conducts research on subjects requested by the Senior Associate Dean or in preparation for an activity or event on the calendars, providing background information and follow up as needed.

  • Answers phone calls, provides information to callers or connects callers to appropriate staff.

  • Coordinates activities and complex administrative matters with outside organizations.

  • Coordinates internal and external contacts and communications, and exercises discretion and independent judgment in daily activities.

  • Responsible for planning and implementation of assigned projects and events, to include staffing and supervision of specified functions, and coordination of efforts among individuals.

  • Makes travel arrangements and reservations for Senior Associate Dean, as needed.

  • Process and manage travel authorizations, travel itinerary, expense reports for the Senior Associate Dean in accordance with university guidelines.

  • Has access to confidential matters and documents. Maintains a high degree of confidentiality and discretion in all matters related to the Office of Diversity, Inclusion, and Community Engagement, the MD/MPH Program and any other matters involving the Senior Associate Dean.

  • 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.

  • Responsible for expense tracking and other budget related functions of assigned budget.

  • Adheres to University and unit-level policies and procedures and safeguards University assets.

Minimum Qualifications

Associates Degree; Bachelor's Degree preferred. At least five years of relevant experience to include administrative support for upper level management. 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). Proficiency in Basic Accounting. Any relevant education, certifications and/or work experience may be considered.

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.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University of Miami 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 Criteria:
Start Date:
Position Type: Full-Time Permanent
Years of Experience Required:
Education Required:
Overnight Travel:
Vacation Time:

Contact Information:
Contact Name: University of Miami Health System Company Type:
Company: University of Miami Health System

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