University of Miami
Education
ExecutiveAssistant
Neural analysis suggests this role is
optimal for Executive candidates.
“Executive Assistant at University of Miami. Skills: Executive support, Calendar management, Travel coordination, Meeting coordination. Support top-level leadership. Act as executive liaison”
Industry & Context.
Independent judgement; Problem solving
What They're Looking For.
Must Have
Associate degree in relevant field required, Minimum 5 years of relevant experience required
Nice to Have
Associate’s degree or higher in relevant field, preferred, Minimum 5 years of relevant experience in an academic/healthcare environment
What You'll Do.
Support top-level leadership
Act as executive liaison
Advise others of executive's activities
Manage executive's calendar
Approve/decline meeting requests
Prioritize meetings for executive
Manage executive’s travel
Manage executive’s budget
Create project timelines
Ensure executive is prepared
Respond on behalf of executive
Handle confidential information
Prioritize multiple projects
Manage special assignments
Supervise clerical staff
Safeguard University assets
Manage physician calendars
Manage administrator calendars
Coordinate conference registrations
Coordinate interviews
Coordinate institutional activities
Support department administrators
Coordinate leadership meetings
Coordinate committee meetings
Coordinate multidisciplinary conferences
Coordinate strategic planning sessions
Prepare presentations
Prepare meeting materials
Prepare meeting minutes
Follow-up on action items
Serve as administrative liaison
Coordinate purchasing
Oversee vendor services
Manage competing priorities
Coordinate departmental events
Coordinate faculty retreats
Coordinate visiting professor programs
Coordinate on-site visits
Coordinate special projects
Assist with operational initiatives
Assist with quality improvement projects
Assist with accreditation activities
Assist with departmental reporting
Track project timelines
Track cross-functional initiatives
Maintain spreadsheets
Maintain presentations
Maintain PowerPoint presentations
Maintain administrative documents
Coordinate faculty onboarding
Coordinate recruitment interviews
Coordinate site visits
Coordinate credentialing documentation
Coordinate licensure renewals
Coordinate DEA renewals
Coordinate CME tracking
Coordinate certification updates
Coordinate promotion processes
Distribute physician documentation
Process expense reports
Process purchasing requests
Process reimbursements
Process credit card reconciliations
Process purchase orders
Process financial administrative activities
Reconcile credit cards monthly
Prepare purchase orders
Prepare reimbursements
Maintain departmental files
Maintain shared drives
Maintain confidential records
Manage division storage needs
Facilitate communication
Facilitate collaboration
Manage office logistics
How You'll Work.
Team & Collaboration
Work collaboratively with others; Contribute to a team environment; Interact with colleagues; Interact with stakeholders; Interact with internal customers; Interact with external customers; Interact with co-workers
Communication Scope
Written communication; Verbal communication; Phone etiquette; Email etiquette
Process & Methodology
Project management tracking, Project management
Full Job Description
**_Current Employees:_** If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click [here](https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this [tip sheet](https://my.it.miami.edu/wda/erpsec/tipsheets/ER_eRecruiting_ApplyforaJob.pdf). 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
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