Administrative Assistant

University of Miami; Miami (FL); On-site; USD 35,000 - 55,000; Full time

Job summary

An exciting opportunity awaits at a prestigious institution in Miami for a full-time Administrative Assistant. This role involves supporting department leadership with a variety of clerical functions, managing schedules, and facilitating communication within the team. The ideal candidate will have strong organizational skills, proficiency in Microsoft Office, and the ability to handle confidential information with discretion. Join a vibrant community dedicated to transforming lives through education and healthcare, where your contributions will make a significant impact in a collaborative and supportive environment.

Benefits

Medical Insurance

Dental Insurance

Tuition Remission

Comprehensive Benefits Package

Qualifications

• Minimum 1 year of relevant experience, preferably in a medical office setting.
• Strong communication skills and ability to handle confidential information.

Responsibilities

• Perform clerical tasks and office support for efficient operations.
• Prepare reports, manage schedules, and assist with travel arrangements.

Skills

Office Procedures

Communication Skills

Microsoft Office

Attention to Detail

Interpersonal Skills

Confidentiality

Education

High School Diploma or Equivalent

Tools

Microsoft Office Suite

Job description

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here 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.

The University of Miami Health System Department of JMH Administration has an exciting opportunity for a full-time Administrative Assistant (A) to work at JMH - West Wing Building in Miami. The incumbent performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.

CORE JOB FUNCTIONS

1. Supports department and/or department leadership with daily clerical tasks.
2. Prepares basic reports, charts, budgets, and other presentation materials.
3. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
4. 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.
5. Makes travel arrangements and reservations for department leadership and staff, as needed.
6. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
7. Greets and provides general support to visitors. Develops and maintains department filing system.
8. Adheres to University and unit-level policies and procedures and safeguards University assets.

DEPARTMENT ADDENDUM

Department Specific Functions

1. Provide support for Radiology Division director and its division members:
2. Travel Requests and Business Reimbursements:
3. Assist team members with the preparation and submission of travel request forms and business-related reimbursements.
4. Ensure all required receipts and documentation are collected and submitted in a timely manner.
5. Track and follow up on reimbursement requests to ensure prompt processing.
6. Purchase Orders, P-Card and Supplier Invoice Processing.
7. Make and manage P-Card purchases.
8. Process charges, maintain and update PEA accounts for assigned faculty members.
9. Administrative Support:
10. Assist in faculty onboarding (ID Badge for UM and JHS, access, lab-coats, Scrub access At UM and JHS (Abdominal Division only))
11. Manage Outlook calendars for Division Director and other division faculty members as needed.
12. Maintain and update departmental faculty files, records, and databases.
13. Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
14. Perform general office duties such as photocopying, scanning, and faxing.
15. Maintain records for each faculty member for documents needed during the re-credentialing process at UM and JHS.
16. Other Duties:
17. Coordinate efforts to accommodate new faculty, staff and visiting faculty.
18. Manage faculty/staff physician CVs and bio sketches.
19. Serve as backup to other administrative assistants in the department as needed.
20. Assist with the coverage of the Front Desk at JMH-West Wing #279, when necessary.

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

Certification and Licensing:

Not Applicable

Experience:

Minimum 1 year of relevant experience

Experience in Medical office setting (preferred)

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 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.

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.

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.

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.

Transforming lives

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 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.