Sr. Administrative Assistant at University of Miami in Coral Gables, Florida

Job Description:

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The SCCC department is seeking a Senior Administrative Assistant that performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations. 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 of 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. Bachelor's degree preferred.

Experience:

Minimum 3 years of relevant experience. Prefer at least five years of relevant experience.

Knowledge, Skills and Attitudes:

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  General knowledge of office procedures and operations

  
  


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  Ability to accurately prepare and maintain records, files, reports and correspondence

  
  


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  Ability to communicate effectively in both oral and written form

  
  


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  Ability to maintain effective interpersonal relationships

  
  


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  Ability to process and handle confidential information with discretion

  
  


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  Skill in completing assignments accurately and with attention to detail

  
  


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  Proficiency in computer software (i.e., Microsoft Office)

  
  


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  Knowledge of a university research environment, and policies and procedures related to purchasing, accounts payable, travel, financial reporting, and personnel is strongly preferred.

  
  

  Knowledge of Microsoft Word, Excel, PowerPoint and Microsoft Outlook required, and reference manager preferred.

  
  

  Excellent skills in English (both verbal and written) required

  
  

DEPARTMENT SPECIFICS

ADMINISTRATIVE/DIRECTOR ACTIVITIES

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  In a senior capacity, coordinate, follow through and resolve confidential matters for the Director. Oversee processes so that prompt, efficient, and effective procedures are in place.

  
  


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  In a senior capacity, manage and create the schedules, meetings and/or materials required for the activities of the department.

  
  


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  Serve as the primary contact for external agencies and other institutions where the Director is directly involved in collaborative activities. Interface with both internal and external contacts to include interfacing with University-wide personnel, potential donors, and clinical research affiliates of the center, physicians and collaborating researchers worldwide, and private sector companies for arranging conference calls, travel, billing, reimbursements, organizing meetings and presentations.

  
  


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  Maintain the Director's calendar, schedule meetings, make travel arrangements, screen telephone calls on behalf of the Director and assure all calls are returned in a timely manner. Assist the Director with gathering and preparing information needed to develop yearly strategic plans.

  
  


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  Oversee the preparation of special reports and participate with other Cancer Center research administrative staff in the planning and organization of major multidisciplinary grant applications for which the Director has responsibility.

  
  


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  Coordinate and monitor major deadlines for various activities relating to the Institute. Oversee and develop a monitoring system to ascertain compliance and proper follow through with major research activities and deadlines.

  
  


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  Support efforts to recruit key faculty in conjunction with other department and academic offices.

  
  


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  Participate in Administrative Meetings of the Institute and record minutes of meetings as requested.

  
  


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  Manage special events and/or meetings. This includes preparing data files, making location and catering arrangements, sending invitations, tracking and reporting on RSVP's, preparing handouts/presentations, and calling to confirm attendance at events.

  
  


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  Oversee the setting up of important follow up dates so that responsible parties answer requests within a specified time frame. Evaluate responses and develop monitoring system to ascertain compliance and proper follow through with promised activities.

  
  


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  Use Microsoft Office to create and develop presentations, reports, correspondence and other materials as needed.

  
  


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  Secure an efficient and effective team relationship with Cancer Center staff and faculty while fostering a positive working relationship.

  
  


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  Assist in preparation of grant proposals for submission to funding agencies. This includes working with ORA to provide budgets, bio sketches, other support information, resources and equipment.

  
  


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  Other duties as assigned by the Director of the Jay Weis Institute

  
  

#LI-YC1

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 Apply Now