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Company name : University of Miami
Location : Miami, FL
Position : Executive Assistant (Biochemistry & Molecular Biology)
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The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.
With more than 16,000 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.
The University of Miami has an exciting opportunity for an Executive Assistant in the Department of Biochemistry and Molecular Biology.
The core responsibilities of the role are the following:
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 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.
Associate’s degree in relevant field
Bachelor’s degree preferred
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).
DEPARTMENT SPECIFIC REQUIREMENTS:
Primarily exercises discretion and independent judgment in daily activities.
Completes special assignments for BMB Department Chair.
Will also provide administrative support to, BMB , Graduate Program Director (added 1/7/04)
Contacts or responds to contacts from high-ranking individuals inside or outside the corporation.
May involve unique situations where each contact must be handled differently, using judgment and discretion.
Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive’s viewpoint.
Interprets requests, deciding whether executive should be notified of important or emergency matters. Interpret and adapt guidelines, including unwritten policies, precedents, and practices.
Issues and interprets operating policies.
Assists executive administrative details, often of a confidential nature.
Assistant to Department VCA with organization of Seminars, Student Defenses and Special Projects.
Approves purchasing orders for Department Chair’s laboratories and research staff.
Analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommend changes as needed.
Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.
Maintains calendar, types, provides routine and general clerical to Department’s Chair and Research Team.
Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
Orders office supplies.
Composes correspondence or selects standardized formats.
Prepares financial forms (IDRs, BERFs, POs, work orders, check requisitions, etc. for department).
Performs other duties as assigned.
Assists Chair in proposal development and preparation of manuscripts, articles for science journals and manuscripts.
Reconciles PCARD and Petty Cash for Department.
Makes and manages travel arrangements for Chair and her research staff as well as for the Vice Chair of Research.
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 for additional information.
Job Status: Full time
Employee Type: Staff
Pay Grade: c105
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