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The Department of Surgery is currently seeking a Full Time Executive Assistant to work in Miami. The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

CORE RESPONSIBILITIES

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.

CORE QUALIFICATIONS                                                                                        

Education:

Associate’s degree in relevant field

Experience:

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 ADDENDUM

Department Specific Functions

The Executive Assistant provides high-level administrative and operational support for the Department of Surgery’s Divisions of Cardiac, Vascular, and Thoracic Surgery (CVT Surgery). This role functions at an Executive Assistant level, primarily supporting Dr. Juan P. Umana (Chief, Cardiothoracic Surgery), and serves as a centralized administrative liaison across three high-volume surgical divisions.

Executive & Division Support

Provide executive-level administrative support to CVT Surgery leadership, including calendar management, meeting coordination, correspondence, document preparation, and project tracking.

Serve as primary administrative liaison for Cardiac, Vascular, and Thoracic Surgery; screen and prioritize requests, visitors, calls, and correspondence.

Coordinate internal and external meetings; prepare agendas, materials, and meeting minutes as needed.

Faculty Affairs, Credentialing & Compliance

Coordinate faculty reappointment, promotion, and tenure processes.

Maintain and audit faculty and APP records including licensure, board certification, CME, case logs, delineation of privileges, contracts, medical-legal documentation, and professional memberships.

Manage recredentialing across multiple institutions and ensure compliance with University, hospital, and ACGME requirements.

Coordinate observerships and volunteer programs, including international and clinical observers.

Onboarding & Recruitment

Onboarding support for faculty and staff, including system access, IDs, building access, photography, office setup, business cards, lab coats, and equipment.

Coordinate faculty recruitment activities including candidate itineraries, travel, lodging, meals, and interview logistics.

Scheduling Operations

Manage integrated CVT calendars including call schedules and administrative meetings across multiple hospitals.

Administer QGenda scheduling, provider onboarding/offboarding, call pools, and holiday coverage.

Process physician leave requests, travel authorizations, clinic closures, and FMLA documentation.

Support clinic preparation, surgical scheduling coordination, and related administrative workflows–as needed.

Financial, Workday & Purchasing Administration

Process Workday functions including reimbursements, requisitions, purchase orders, check requests, and time-off reconciliation.

Manage P-Card activity, monthly reconciliation, e-check processing, invoices, and discretionary fund tracking.

Oversee standing service contracts (e.g., Scribe America), including implementation, inventory, and coverage coordination.

Events, Facilities & Operations

Plan and coordinate meetings, conferences, CME activities, and division events

Prepare presentations and reports using Microsoft Office.

Oversee office operations, conference room scheduling, AV systems, surplus, and disposal processes.

Additional Responsibilities

Support legal documentation (subpoenas, depositions) as needed.

Perform front desk coverage when required.

Perform other duties as assigned in support of CVT Surgery operations.

Scope of Role

Executive-level support for 17 surgeons and 4 APPs across three surgical divisions

High-volume, confidential, and time-sensitive administrative environment

Centralized administrative leadership role within a unified CVT Surgery service line

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. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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