University of Miami · 4 hours ago
Sr. Administrative Assistant - Hybrid / Miami
Miami, FL
Full-time
Hybrid
Senior LevelThe University of Miami is seeking a full-time Sr. Administrative Assistant for the Department of Radiation Oncology. This role provides comprehensive administrative support to faculty and administrators, coordinating daily functions and activities within the department.
Higher Education
Responsibilities
Primarily exercises discretion and independent judgment in daily activities
Assists the Vice Chairman for Administration, the Executive Director, and the Sr. Manager for Business Operations
Prepares and processes outgoing correspondence
Coordinates University and external University-related activities
Establishes and maintains filing system
Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions
Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs
Ensures completed work products meet required timelines and standards of quality and quantity
Completes assignments requiring the collection, and organization of data; may provide analysis
Serves as a primary information resource regarding department and program policies, procedures, and operational functions
Maintains calendar, word processing of documents, letters, and/or reports, provides routine and general clerical support or medical-related administrative assistant support which may include patient care, student service, reports, statistics, and recording minutes at several meetings
Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals
Orders office supplies
Composes correspondence using standardized formats
Prepares financial forms (IDRs, BERFs, POs, work orders, check requisitions, etc., for department)
Resolves unique situations where each contact must be handled differently using judgment discretion
Provides administrative support for the faculty, VCA, Executive Director, and the Senior Manager for Business Operations: scheduling and coordination of their calendars to include daily functions, special events, interviews, professional meeting, lectures, off campus conferences, coordinating travel arrangements for numerous yearly conferences, departmental meetings and reimbursements
Manages and coordinates the VCA’s University-related daily administrative activities and appointment schedules. Efficiently coordinates the VCA’s calendar
Responsible for submitting vacation and meeting request for approval by the Vice Chairman. Coordinates and processes meeting and conference requests to include travel arrangements for the VCA (registration, booking hotel and flight). Prepares and processes business expense reimbursement forms
Responsible for the accounting of the monthly absence report documentation for the department
Provides cross-coverage for all administrative assistants as needed during their absence. Performs miscellaneous office tasks to include transcribing letters; route correspondence; photocopy; and handling incoming/outgoing telephone inquiries; handling of faculty daily mail
Acts as a liaison for physicians to facilitate communication with university physicians, clinical and support staff, referring physicians, patients, family members, visitors and other callers. Identifies problems, accesses urgency and proposes corrective actions. Transcribes, composes and processes routine patient related and administrative correspondence for physicians and leadership team’s review and approval
Screens incoming telephone calls. Follow-up as needed
Cancels/schedules patients in UChart/Aria
Screens and distributes incoming correspondence. Maintains control of correspondence that requires follow-up. Distributes and processes accordingly
Screens and distributes incoming faxes. Follow-up as needed
Qualification
Required
High school diploma or equivalent
Knowledge of routine office practices and procedures
Knowledge of simple data processing and transmission principles
Ability to utilize computerized information systems
Ability to read and decipher data on source documents to be entered
Ability to enter and verify information with accuracy and a reasonable rate of speed
Ability to understand and follow oral and written instructions
Skill in data entry or typing
Preferred
Bachelor's degree
Benefits
Medical
Dental
Tuition remission
Comprehensive benefits package
Company
University of Miami
At UM you'll join a diverse and energized academic community.
Founded in 1925
5001-10000 employees
H1B Sponsorship
University of Miami has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (208)
2024 (151)
2023 (149)
2022 (121)
2021 (95)
2020 (114)
Funding
Current Stage
Late StageLeadership Team
Albertie Regalado
'Canes Science Bowl — Co-Founder and Co-President
Mark McPheron, FALU, CLU, FLMI
Co-Founder and Past President, and current member, University of Miami Cincinnati 'Canes Community
Recent News
Seattle TechFlash
2023-11-22
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