Administrative Assistant

University of Miami•Miami, FL

52d•Onsite

About The Position

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 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 ADDENDUM Department Specific Functions Provide support for Radiology Division director and it's division members: Travel Requests and Business Reimbursements: Assist team members with the preparation and submission of travel request forms and business-related reimbursements. Ensure all required receipts and documentation are collected and submitted in a timely manner. Track and follow up on reimbursement requests to ensure prompt processing. Purchase Orders, P-Card and Supplier Invoice Processing. Make and manage P-Card purchases. Process charges, maintain and update PEA accounts for assigned faculty members. Administrative Support: Assist in faculty on-boarding (ID Badge for UM and JHS, access, lab-coats, Scrub access At UM and JHS (Abdominal Division only)) Manage Outlook calendars for Division Director and other division faculty members as needed. Maintain and update departmental faculty files, records, and databases. Handle incoming and outgoing correspondence, including emails, phone calls, and mail. Perform general office duties such as photocopying, scanning, and faxing. Maintain records for each faculty members for documents needed during re-credentialing process at UM and JHS. Other Duties: Coordinate efforts to accommodate new faculty, staff and visiting faculty. Manage faculty/staff physician CVs and bio sketches. Serve as back up to other administrative assistants in the department as needed. 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.

Requirements

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).

Nice To Haves

Experience in Medical office setting

Responsibilities

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.
Assist team members with the preparation and submission of travel request forms and business-related reimbursements.
Ensure all required receipts and documentation are collected and submitted in a timely manner.
Track and follow up on reimbursement requests to ensure prompt processing.
Make and manage P-Card purchases.
Process charges, maintain and update PEA accounts for assigned faculty members.
Assist in faculty on-boarding (ID Badge for UM and JHS, access, lab-coats, Scrub access At UM and JHS (Abdominal Division only))
Manage Outlook calendars for Division Director and other division faculty members as needed.
Maintain and update departmental faculty files, records, and databases.
Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
Perform general office duties such as photocopying, scanning, and faxing.
Maintain records for each faculty members for documents needed during re-credentialing process at UM and JHS.
Coordinate efforts to accommodate new faculty, staff and visiting faculty.
Manage faculty/staff physician CVs and bio sketches.
Serve as back up to other administrative assistants in the department as needed.
Assist with the coverage of the Front Desk at JMH-West Wing #279, when necessary.