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University of Miami Sr. Project Coordinator (H) in Miami, 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 University of Miami Health System Department of Internation Health has an exciting opportunity for full time Senior Project Coordinator (H) to work in Miami. The incumbent coordinates project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects.

CORE JOB FUNCTIONS

  • Assists with the assignment of tasks to internal teams to include schedule management.

  • Assists with budget preparation and tracks all project related expenditures.

  • Monitors project progress and addresses any issues that arise. Assists with the identification of completion shortfalls.

  • Acts as the point of contact and communicates the project status to relevant stakeholders. Communicates timeline changes and new information to project team.

  • Creates and maintains comprehensive project documentation, plans and reports. Ensures all needed documentation is current and properly filed and stored.

  • Ensures adherence to standards and requirements by reviewing project objectives against deliverables.

  • Organizes, attends and participates in project meetings.

  • Prepares necessary presentation materials for project meetings.

  • Records minutes and takes detailed notes during meetings.

  • Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects.

  • Adheres to University and unit-level policy 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:

High school diploma or equivalent.

1-2 years of college preferred.

Experience:

Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

  • Ability to communicate effectively in both oral and written form.

  • Ability to maintain effective interpersonal relationships.

  • Ability to work independently and/or in a collaborative environment.

  • Ability to accurately prepare and maintain records, files, reports and correspondence.

  • Ability to understand and follow instructions.

  • Skill in completing assignments accurately and with attention to detail.

  • Ability to manage a budget and work within the constraints of that budget.

  • Ability to process and handle confidential information with discretion.

  • Proficiency in computer software (i.e. Microsoft Office).

DEPARTMENT ADDENDUM

Department Specific Functions

  • Supports department and department leadership (Executive Director and Directors) with daily clerical tasks.

  • Assists with inventory control for office supplies, marketing materials, promotional items, computer inventory, and other requests. Ordering and maintaining adequate supply inventories.

  • Responds to or routes non-routine, priority and/or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.

  • Coordinates and plans meetings, books meeting rooms/locations, sets up meetings with appropriate materials, food order, audio visual, informational packets, promotional items, etc., as needed.

  • Prepares marketing and informational packets and/or goodie bags for event participants, guests, patients, etc. as needed.

  • Works with external vendors and internal departments for all service requests.

  • Answers phone calls, accesses urgency, taking detailed messages, provides information to callers, and/or connects callers to appropriate staff for assistance.

  • Schedules meetings and appointments and updates calendars, as needed.

  • Makes travel arrangements and reservations for department leadership and staff, as needed.

  • Composes and types up correspondence, such as informative materials; creates spreadsheets and presentations.

  • Greets and provides general support to visitors and creates a positive experience.

  • Develops and maintains department computer-based filing system and physician and referral source databases. Assisting with communications to sources via e-blasts and individual calls or emails, as needed.

  • Assists with the planning and coordinating of events and programs as necessary. Tracking event details, maintaining accurate check list of items, providing updates to leadership and maintaining event calendar and electronic department files.

  • Answers telephones in a professional and courteous manner, take detailed messages, answers routine questions, and transfers calls to appropriate individuals and areas for assistance. Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs and creates a positive experience.

  • Assists with departmental special projects and business development events, as requested.

  • Supports department leadership by monitoring invoices, tracking Purchase Orders and expenses in Workday to ensure invoice and payment accuracy.

  • Adheres to University and unit-level policies and procedures and safeguards University assets.

  • Other duties as assigned.

Department Specific Qualifications

Knowledge, Skills and Attitudes:

  • Advanced and fluent English and Spanish verbal and written communication skills.

  • Ability to work as a team and successfully multitask.

  • Advanced time management, organizational skills and attention to detail.

  • Professional and high-level interpersonal and customer service skills.

  • Ability to evaluate situations and identify urgent matters requiring immediate assistance.

  • Adaptibility and ability to communicate and work successfully with all levels for clients and staff.

  • Computer proficient, primary Microsoft Word applications: Outlook, Word, PowerPoint, Excel.

  • Database management skills.

The above statements are intended to describe the general nature and primary responsibilities of this job classification. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job. This a job profile description and not all duties may be assigned to a specific position in each individual department.

End of Job Description

#LI-FA1

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 - 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:

H7

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