Executive Assistant

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The department of Medicine has an exciting opportunity for a full-time Executive Assistant to work on the UHealth campus. 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.
  • 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 for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.  
  • Uses independent judgement 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 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 asset

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
  • Minimum 5 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 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).

Any appropriate combination of relevant education, experience and/or certifications may be considered.

Department Specific Functions

• Supports top-level leadership and their department(s) with high-level executive support.
• Acts as executive liaison for the divisions of Hospital Medicine, Geriatric Medicine, and Palliative Medicine. Advises others of the executive’s activities and views on policies or issues, using judgment or 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. Actively prioritizes and reschedules/cancels meetings for the executive.
• Manages executive’s travel arrangements and budget. Also coordinates travel arrangements and reimbursements for 100+ employees reporting up to the executive in his supervisory organization.
• Performs provider support for 100+ providers in the divisions of Hospital Medicine, Geriatric Medicine, and Palliative Care. Completes expense reports, CME tracking, license renewals, certification renewals, and generally performs large scale professional compliance management.
• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meetings on behalf of the executive. Organizes, plans, and executes content for divisional presentations in Hospital Medicine, Geriatric Medicine, and Palliative Care.
• 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.
• Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions for patient’s protocol and hospital operations.
• Facilitates completion, review, and submission of home health orders and death certificates in compliance with regulatory and institutional standards.
• Organize and manage physician evaluation meetings; prepares documentation and performance materials for leadership review.
• Tracks meeting attendance and participation metrics to support physician incentive calculations and compliance with departmental benchmarks.
• Maintain and submit physician professional practice evaluation forms, voluntary faculty appointments, and bill area requests.
• On-boards and off-boards new providers into the division. Completes onboarding forms such as provider enrollment, IPN forms, and badge/parking access forms. Processes access termination including payroll, parking, badge access, and EHR access.
• Serves as back-up to the divisional managers. Coordinates QGenda changes, moonlighting requests, PLRs, clinic closures, and participates in the oversight of clinical operations in Hospital Medicine, Geriatric Medicine, and Palliative Care.
• Prioritizes and manages multiple projects and/or special assignments championed by the executive.
• Leads the planning of annual or ad-hoc special events. Serves as an event coordinator and planner for events in Hospital Medicine, Geriatric Medicine, and Palliative Care. Interfaces with the vendors and ensures that our departmental events are seamlessly successful.
• Trains and supervises lower-level clerical staff as needed.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

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. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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