Administrative Assistant - School of Nursing

University of Miami•Coral Gables, FL

6d•Onsite

About The Position

Provides routine general clerical support to the Business Operations office as well as the overall School of Nursing and Health Studies (SONHS). This role involves greeting visitors, answering phones, handling inquiries, processing office supply orders, preparing financial forms, managing travel arrangements and reimbursements, processing purchasing card reconciliations, assigning mailboxes, distributing mail, setting up parking passes, ensuring the advising kiosk is functional, and assisting the Office of Student Services as needed. Additionally, the position is responsible for scheduling security guards, reconciling security guard hours, processing facility work orders, submitting A/C and front door schedules, ordering kitchen supplies, ensuring lounge areas are equipped, overseeing the school's appearance and custodial needs, assisting with facilities orders (moves, relocations, repairs), requesting building access, updating directories and floor plans, and performing other assigned duties.

Requirements

Knowledge of MS suite (Outlook, Word, Excel, PowerPoint).
Must have organizational skills.
Must be customer service-oriented.
High school diploma or equivalent.
One (1) to Four (4) years experience.

Responsibilities

Greets visitors to the SONHS and the Simulation Hospital, answers incoming calls, handle inquiries, and directs them to the appropriate persons according to their needs.
Answers main SONHS and Office of Student Services telephones lines, takes messages, answers routine questions, and transfers calls to appropriate individuals.
Stays abreast of SONHS and University policies and procedures to provide students and visitors with accurate information.
Processes office supply orders for the SONHS.
Prepares financial forms in Workday, POs, work orders, check requisitions, etc.
Submits lab coat orders for clinical faculty on a per semester basis; gathers credentials and size information from faculty, contacts vendor for quote, and submits purchase requisition in Workday.
Prepares travel arrangements and reimbursements, ~ 20 per month for the faculty and staff at SONHS.
Prepares purchasing card (pcard) reconciliations ~ 20 per month, on a bi-weekly basis, for staff at SONHS.
Manages all travel related procedures, including and not limited to conferences and seminars (airfare, hotel, transportation).
Responsible for assigning mailboxes to employees.
Sorts and distributes incoming mail for the SONHS.
In charge of setting up, parking passes for the SONHS using PaybyPhone.
Ensures the advising kiosk is fully functional at all times and works with Information Technology to resolve technical issues.
Assists the Office of Student Services (OSS) on an as needed basis.
Performs other duties as assigned.
Responsible for scheduling security guard on an as needed basis using the SONHS and Simulation Hospital calendars.
Reconciles billed hours on a monthly basis for security guards and provides report to Budget Director.
Processes facility work orders (GCS, Security, key shop etc.) for the SONHS and the Simulation Hospital.
Submits A/C and front door schedules for the SONHS and Simulation Hospital.
Responsible for ordering kitchen supplies and ensuring Faculty and Staff Lounge and the Dean’s lounge is fully equipped and in working order.
Responsible for the overall appearance of the school, ensuring custodial needs are met.
Assist with facilities orders including moves, relocations, building repairs, etc.
Responsible for requesting Cane Card building access for new employees.
Updates directory and floor plans.
Performs other duties as assigned.