Administrative Assistant

University of Miami•Miami, FL

53d•Onsite

About The Position

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.

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

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

Responsibilities

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.
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