Administrative Assistant - Full Time - Bascom Palmer Eye Institute - Miami, FL

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

Job summary

An established industry player is seeking a dedicated Administrative Assistant to join their team at a renowned eye institute. This role involves a variety of clerical functions, supporting department operations through effective communication and organizational skills. You will be responsible for managing schedules, preparing reports, and providing exceptional support to both staff and visitors. This position offers a chance to thrive in a dynamic environment while contributing to the efficient functioning of a prestigious institution. If you are detail-oriented and passionate about administrative work, this opportunity is perfect for you!

Benefits

Medical Insurance

Dental Insurance

Tuition Remission

Comprehensive Benefits Package

Qualifications

• 1+ year of relevant experience in administrative roles.
• Strong communication and organizational skills are essential.

Responsibilities

• Provide clerical support and assist department leadership with daily tasks.
• Prepare reports, schedules, and manage departmental correspondence.

Skills

Office Procedures

Communication Skills

Attention to Detail

Data Entry

Interpersonal Skills

Education

High School Diploma

Bachelor's Degree

Tools

Microsoft Office

Job description

Administrative Assistant - Full Time - Bascom Palmer Eye Institute, Miami, FL

Administrative Assistant - Full Time - Bascom Palmer Eye Institute, Miami, FL

The University of Miami, Bascom Palmer Eye Institute, is seeking a full time Administrative Assistant in Miami, Florida.

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 JOB FUNCTIONS

• 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.

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

Experience:
Minimum 1 year 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 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).

DEPARTMENT ADDENDUM

Department Specific Functions

• Primarily exercises discretion and independent judgment in daily activities.
• Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.
• Assists in preparing budgets, provides advice regarding budget projects, and monitors expenses.
• Prepares reports which summarize financial and statistical information related to work unit’s budget, accounts, activities, program clientele and operations.
• Advises management of unusual trends, funding levels and expenditures, assists with budget development by compiling information to support projected expenditures in specific areas such as operating costs or travel costs.
• Performs complex assignments and resolves issues and problems referred by staff or the supervisor.
• Has signing authority and makes purchasing decisions.

Non-exempt duties (Must not exceed 50% of job duties)

• Maintains calendar, types, provides routine and general clerical support or medical-related support which may include patient care, student service, reports, and statistics.
• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
• Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Orders office supplies.
• Composes correspondence or selects standardized formats.
• Prepares financial forms (IDRs, BEFs, Pos, work orders, check requisitions, etc for department).
• May provide ancillary support to physicians, clinical activities, business services, student services, etc.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of routine office practices and procedures. Knowledge of simple data processing and transmission principles.
• Ability to utilize computerized information systems. Ability to read and decipher data on source documents to be entered.
• Ability to enter and verify information with accuracy and a reasonable rate of speed. Ability to understand and follow oral and written instructions.
• Skill in data entry or typing.

Education Requirements:

• High school diploma or equivalent. Bachelor’s degree preferred.

Experience Requirements:

• Minimum 1 year of relevant experience. Equivalent combinations of education/experience 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 is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are