Executive Assistant

Executive Assistant

***Hybrid Option Available***

The University of Miami/UHealth Department of Neurology has an exciting opportunity for a Full Time Executive Assistant to work hybrid at the UHealth Medical Campus.

Core Job Summary

The Executive Assistant 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 Responsibilities

• 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.

Department Specific Functions

The primary function of this position is to provide administrative support to the Chief of the Neuromuscular Division and the Neuromuscular program. 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.

• Answer phones, triage, and follow-through on messages and information requests from internal and external customers

• Coordinate general and professional correspondence associated with the faculty member’ academic, research and clinical work. 

• Copy, fax and scan documents for distribution, filing, meetings, etc. 

• Schedule and coordinate physicians’ calendar including interviews, on and off campus meetings, lectures, conferences, departmental meetings, and special programs for patients and faculty. 

• Greet faculty guests and visitors and arrange meetings rooms, etc.  Arrange catering for meetings as needed.

• Prepare and submit leave requests and vacation/leave tracking forms as outlined by Department and University policy.

• Assist with preparation of Centers of Excellence annual reports. Work closely with Department’s clinical operations staff to ensure seamless coordination between the faculty member’ clinical activities and their academic/administrative work.  

• Prepare and coordinate travel arrangements including reservations for hotels, air travel and other related arrangements. 

• Prepare and submit forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, and submission of required information to administrative office for processing.

• This also includes monthly reconciliation of credit cards, preparation of POs and other reimbursements as needed.

• Responsible for the maintenance, requisition and submission of supplies for division.  

• Make arrangements for changes, moving or repair of phones, computers, pagers, etc. as needed by faculty members.

• Update and submit renewals of licenses and DEA. Responsible for membership payments, as well as assist with initial credentialing and re-credentialing. 

• Distribute updated documents to appropriate entities internally as well as externally.

• Maintain updated physician’s documentation (CME, Boards, certifications, etc.).

• Maintain files and coordinate storage needs for Division.

• Assist in the preparation of manuscripts for submission to journals. 

• Prepare images, graphs, tables and PowerPoint presentations.

• Update CVs, and assist with grant submissions.

• Coordinate meetings, galas, research related workshops and all divisional activities as needed.

• Support Department Administrator with other responsibilities.

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 relevant field, Bachelor's degree preferred.

• Minimum 5 years of relevant experience, preferred in an academic/healthcare environment. Scientific background or previous exposure to bibliographic review preferred.

Knowledge, Skills and Attitudes:

• Must demonstrate high level of skill with MS Word, Excel, and Outlook calendaring programs.

• The candidate must be pro-active, highly motivated and follow up to completion of assigned projects.

• Must have excellent written and verbal communication skills. 

• 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 demonstrate a high level of organizational and time-management skills as well as ownership and accountability for all responsibilities and activities. 

• Must be able to problem-solve complex issues. 

• 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.

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