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Sr. Administrative Assistant

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University of Miami

16d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Miami
  • Quick Apply

AI generated summary

  • You need a high school diploma, 3 years of experience, strong office skills, effective communication, attention to detail, discretion with confidential info, and proficiency in Microsoft Office.
  • You will support department leadership with clerical tasks, manage schedules, handle inquiries, prepare reports, facilitate communication, and assist with clinical and research activities.

Requirements

  • High school diploma or equivalent required
  • Minimum 3 years 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)

Responsibilities

  • Supports department and/or department leadership with daily clerical tasks
  • Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials
  • Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership
  • 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
  • Primary Administrative Assistant to Division Chief
  • Provide administrative and project support for all Pediatric Infectious Disease faculty
  • Assist with the scheduling system needs for Outpatient clinic as well as ACC which includes on call schedule
  • Support Research Activity
  • Will be a point administrator for organizing meetings, tracking progress, and facilitating communication between parties
  • Assist in growing the Division’s referral base from community
  • Communicating with office staff, helping with insurance, facilitating communication between MDs and parents/patients with our clinical team
  • Getting clinical data and imaging studies into our system and ready for the clinical team
  • Ordering clinical and clerical supplies as well as distributing supplies, packages and mail

FAQs

What are the core responsibilities of the Sr. Administrative Assistant position?

The Sr. Administrative Assistant performs a variety of clerical functions and office support activities, such as supporting department leadership, collecting and analyzing data, managing schedules, arranging meetings, and maintaining filing systems.

What qualifications are required for this position?

A high school diploma or equivalent is required, along with a minimum of 3 years of relevant experience. Knowledge of office procedures, strong communication skills, attention to detail, and proficiency in Microsoft Office are also essential.

Is there a specific department this role will support?

Yes, the Sr. Administrative Assistant will primarily support the Department of Pediatrics and the Division Chief of Pediatric Infectious Disease.

Will the Sr. Administrative Assistant be involved in project support?

Yes, the position includes providing administrative and project support for Pediatric Infectious Disease faculty and assisting with various departmental needs.

What type of environment will the Sr. Administrative Assistant work in?

The role is situated within the University of Miami Health System, specifically UHealth, as part of a collaborative academic medical center focused on patient care and medical research.

Are there any specific software skills required for this position?

Yes, proficiency in computer software, particularly Microsoft Office, is required for this role.

What benefits does the University of Miami offer?

The University offers competitive salaries and a comprehensive benefits package that includes medical, dental, tuition remission, and more.

Is there any requirement related to vaccinations for employees?

Yes, during the Influenza season, employees who provide ongoing services to patients or work in clinical care areas are required to have an annual influenza vaccination.

How does the University ensure employee diversity and inclusion?

The University of Miami is an Equal Opportunity Employer and encourages applications from females, minorities, protected veterans, and individuals with disabilities, promoting a diverse and inclusive workforce.

University of Miami

Education
Industry
5001-10,000
Employees
1925
Founded Year

Mission & Purpose

At UM you'll join a diverse and energized academic community. Engaged in more than 180 academic programs and majors, undergraduate & graduate students come from across the nation and around the world to pursue their passions and set a course for future success.