Administrative Assistant

University of Miami; Avenue (MD); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Tuition remission

Job summary

The Administrative Assistant at the University of Miami performs a variety of clerical functions to support the assigned department, enabling efficient office operations.

The role requires basic reports, calendar management, travel arrangements, and responsive front-desk support within the UHealth Department of Public Safety in Miami, FL. Strong communication and confidential handling are essential.

Qualifications

• High school diploma or equivalent required.
• Minimum 1 year of relevant clerical experience.
• General knowledge of office procedures and operations.
• Ability to communicate effectively in written and spoken English.
• Ability to handle confidential information with discretion.

Responsibilities

• Supports department and leadership with daily clerical tasks.
• Prepares basic reports, charts, budgets and other materials.
• Plans meetings and takes detailed minutes as needed.
• Answers calls and provides information to callers or routes to staff.
• Schedules appointments and manages department calendars.
• Arranges travel for leadership and staff as needed.
• Greets visitors and provides general office support.
• Maintains department filing systems and records.

Skills

Office procedures

Clerical skills

Communication

Recordkeeping

Confidentiality

MS Office

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Current Employees

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami,

The University of Miami/UHealth Department of Public Safety has an exciting opportunity for a full-time Administrative Assistant to work in Miami, FL.

Core Job Summary

The 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.
• Prepares basic reports, charts, budgets and other presentation materials.
• Prepares the quarterly lost and found deposit.
• Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
• 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.
• Assist customers with off-site parking access at non-UHealth parking facilities.
• Coordinate logistics for courtesy shuttle services, including pharmaceuticals and small package deliveries.
• Processes parking validations requests and background checks.
• Assist customers with replacing broken/lost fuel access fobs.
• Assists customers with scheduling UM Transportation Department shuttles.
• Assist with the dispatching of patient and package pickups demands.
• Files and scans department records.
• Logs customer interaction notes in database.
• Adheres to proper telephone etiquette and use of call center software.
• Processes and reconcile monthly parking and transportation contractor employee rosters through Pro-Watch.
• Process and audit monthly validation reports.
• Assist Parking and Transportation Manager with tracking contractor employee training records
• Assist Parking & Transportation Manager with reviewing auditing the shuttle fleet logs (i.e. Daily check lists, repair and maintenance logs etc...)
• Maintains parking supplies inventory.
• Categorized as Tier 1 emergency employee.
• Expected to work at the Emergency Hotline call center before, during, and/or after emergencies, including, but not limited to hurricanes.
• Other duties as assigned.

Core Qualifications

• High school diploma or equivalent
• Minimum 1 year 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).
• Any appropriate combination of relevant education, experience and/or certifications may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

The 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.

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

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.

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