Sr. Administrative Assistant

University of Miami; United States; On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

Comprehensive benefits package

Tuition remission

Job summary

The University of Miami/UHealth Primary Care Enterprise invites applications for a Full Time, Sr. Administrative Assistant in North Miami. The position provides high-level clerical support to department leadership, coordinates calendars, meetings, travel, and correspondence.

Strong communication, data-handling, and document-preparation skills are essential, with emphasis on accuracy, discretion, and professional interaction with internal teams and external partners.

Qualifications

• Must have a high school diploma or equivalent.
• Minimum 3 years of relevant administrative experience.
• Strong knowledge of standard office procedures and data handling.
• Ability to prepare and maintain records, reports and correspondence.
• Excellent written and verbal communication abilities.
• Solid interpersonal skills and discretion with confidential information.
• Attentive to detail and accurate in all tasks.
• Proficiency with Microsoft Office suite.

Responsibilities

• Provide clerical support to department leadership and staff.
• Collect, review and prepare data, reports, charts and presentations.
• Handle routine and confidential inquiries with appropriate messaging.
• Plan meetings, take minutes, and coordinate calendars.
• Answer calls, greet visitors, and route to proper staff.
• Arrange travel and accommodations for leadership and staff.
• Draft correspondence and maintain filing systems.
• Support department communications and document preparation.
• Maintain databases and ensure data accuracy.

Skills

High school diploma

Office procedures

Data handling

Record keeping

Communication skills

Interpersonal skills

Discretion with confidential info

Attention to detail

Microsoft Office

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Sr. Administrative Assistant

The University of Miami/UHealth Department of UHealth Primary Care Enterprise has an exciting opportunity for a Full Time, Sr. Administrative Assistant to work in North Miami.

Core Job Summary

The Sr. Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.

Core Responsibilities

• 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 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.

Department Specific Functions

• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing communications, including emails and phone calls.
• Maintain and organize files, records, and documentation.
• Arrange and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Assist in the preparation of materials for meetings and presentations.
• Support the planning and execution of projects and initiatives within the service line.
• Track project timelines, deliverables, and milestones.
• Collect, compile, and analyze data for reports and presentations.
• Maintain databases and ensure data accuracy and integrity.
• Serve as a liaison between the Primary Care Service Line Leader, Director of Operations, and other departments.
• Facilitate effective communication within the team and with external partners.
• Order and maintain office supplies and equipment.
• Ensure the office environment is organized and efficient.
• Arrange travel itineraries, accommodations, and transportation for the Primary Care Service Line Leader and Director of Operations.
• Prepare and process travel expense reports.
• Assist in planning and organizing events, conferences, and workshops.
• Coordinate logistics, including venue selection, catering, and participant communication.

Core Qualifications

• High school diploma or equivalent required
• Minimum 3 years of relevant experience
• 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 maintain effective interpersonal relationships
• 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)

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.

Job Status: Full time

Employee Type: Staff

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. 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 of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.