Job Information
University of Miami Executive Assistant in Hialeah, Florida
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 using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/ER_eRecruiting_ApplyforaJob.pdf) .
The department of Supply Chain has an exciting opportunity for a Full Time Executive Assistant to work at UHealth. The Executive Assistant is a part of the University’s Supply Chain Administrative Support Team. Reporting to the Manager of Administrative Operations, this role provides direct support to the Chief Supply Chain Officer (CSCO) for the University of Miami (Academy), the Miller School of Medicine, and the University of Miami Health System. This role will collaborate with internal and external stakeholders, supply chain team members, and leaders throughout the enterprise. The Executive Assistant is r esponsible for schedule management, travel arrangements/reimbursements, information preparation, data management, analysis, and additional duties as assigned by the Chief Supply Chain Officer.
Provides high-level executive support to the Chief Supply Chain Officer and serves as the key contact with internal and external customers.
Proficiently manages the CSCO’s calendar using automated calendar management tools. Anticipates scheduling conflicts and works to resolve them appropriately (i.e., maintains an extremely high appointment volume and ever-changing calendar. Uses initiative and independent judgment on meeting times).
Organizes and coordinates meetings and events across the enterprise.
Coordinates conference attendance and/or speaking arrangements by securing registrations, scheduling, logistics, and any other arrangements as needed for the event.
Responsible for making all travel arrangements such as car rentals, hotels and airfare as needed, and reconciling all charges upon the CSCOs return with adherence to university policies.
Independently create memos, reports, presentations, project timelines, and documents with direction from the CSCO for distribution to internal and external customers as needed.
Ensures leader is prepared for meetings and/or presentations and kept abreast of important information as needed in preparation of meetings, speaking engagement, and other events.
Maintains an accurate and current list of internal and external contacts and other support team members.
Keeps CSCO abreast of time-sensitive and priority issues, ensuring appropriate follow-up.
Prioritizes and manages multiple projects and/or tasks as assigned by leaders.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Ability to clearly understand and navigate the university's structure and organizational chart for the entire enterprise in order to differentiate between the health systems and academic needs and processes.
Responsible for coordinating meeting logistics with the administrative manager, including conference room reservations, videoconferencing systems, catering, and other related tasks.
Reconciles Chief Supply Chain Officer’s Corporate Cards, including travel and procurement cards.
Draft agendas, make copies, and prepare agenda and materials packets as necessary.
May attend meetings as requested by the chief to take minutes and later distribute as needed.
Anticipate the needs of the chief and proactively provide administrative support and assistance.
Continuously seek opportunities to streamline processes, improve efficiency, enhance the effectiveness of the role, and share those recommendations with supervisor or consideration.
Stay informed on organizational policies, procedures, and initiatives, serving as a resource for the chief and adjusting daily operations accordingly.
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.
Minimum 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 relevant education, certifications and/or work experience may be considered.
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.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H9
The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation.
The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.
The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.
Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.
The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.
Transforming lives
With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.
The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.