Administrative Assistant

University of Miami; United States; On-site; USD 38,000 - 52,000; Full time

Job summary

The University of Miami, UHealth Department of Neurology, invites applications for a Full Time Administrative Assistant to support day-to-day clerical operations on the UHealth Medical Campus.

You will perform a variety of office tasks, including preparing reports, coordinating travel, scheduling meetings, taking minutes, handling correspondence, and maintaining filing systems to ensure efficient operations.

Qualifications

• High school diploma or equivalent.
• Minimum 1 year of relevant clerical experience.
• General knowledge of office procedures and operations.
• Ability to prepare and maintain records, files, reports, and correspondence.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office.

Responsibilities

• Coordinate travel arrangements for department leadership and staff.
• Prepare visit schedules and minutes for meetings and research visits.
• Maintain supplies inventory and filing systems for the department.
• Prepare and submit reimbursement forms and travel-related documentation.
• Greet visitors and provide general administrative support.

Skills

Clerical skills

Microsoft Office proficiency

Effective communication

Time management

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Administrative Assistant

The University of Miami/UHealth department of Neurology has an exciting opportunity for a Full Time Administrative Assistant to work at the UHealth Medical Campus. 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. Supports department and/or department leadership with daily clerical tasks. Prepares basic reports, charts, budgets and other presentation materials. 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.

Department Specific Functions

• Prepare and coordinate travel arrangements including reservations for hotels, air travel and other related arrangements for research participants.
• Compose visit schedules for research participants in accordance with study team.
• Responsible for the maintenance, requisition and submission of supplies and regular inventory of research spaces.
• Prepare research materials for upcoming research visits (both in person and remote) for study team.
• Maintenance and filing of research records.
• Prepare and submit forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, preparation of BERF and submission of required information to administrative office for processing.
• Composes and types correspondence and takes detailed minutes.

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

• 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 relevant education, certifications and/or work experience may be considered.

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.

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. 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.

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