Administrative Assistant

University of Miami•Miami, FL

5d•Onsite

About The Position

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. This role supports department and/or department leadership with daily clerical tasks, prepares basic reports, charts, budgets and other presentation materials, and prepares the quarterly lost and found deposit. The position also responds to routine inquiries, plans meetings, answers phone calls, schedules appointments, makes travel arrangements, composes and types correspondence, greets visitors, and develops and maintains department filing systems. The Administrative Assistant adheres to University and unit-level policies and procedures and safeguards University assets. Additionally, this role has specific functions within the Parking and Transportation Department, including assisting customers with parking access, coordinating shuttle services, processing parking validations and background checks, assisting with fuel access fobs, scheduling UM Transportation Department shuttles, assisting with dispatching, filing and scanning records, logging customer interaction notes, adhering to telephone etiquette, processing and reconciling parking and transportation contractor employee rosters, processing and auditing validation reports, assisting with tracking contractor employee training records, reviewing and auditing shuttle fleet logs, and maintaining parking supplies inventory. This position is categorized as a Tier 1 emergency employee and is expected to work at the Emergency Hotline call center during emergencies. Other duties may be assigned.

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).
Any appropriate combination of relevant education, experience and/or certifications may be considered.

Responsibilities

Supports department and/or department leadership with daily clerical tasks.
Prepares basic reports, charts, budgets and other presentation materials.
Prepares the quarterly lost and found deposit.
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 customers with off-site parking access at non-UHealth parking facilities.
Coordinate logistics for courtesy shuttle services, including pharmaceuticals and small package deliveries.
Processes parking validations requests and background checks.
Assist customers with replacing broken/lost fuel access fobs.
Assists customers with scheduling UM Transportation Department shuttles.
Assist with the dispatching of patient and package pickups demands.
Files and scans department records.
Logs customer interaction notes in database.
Adheres to proper telephone etiquette and use of call center software.
Processes and reconcile monthly parking and transportation contractor employee rosters through Pro-Watch.
Process and audit monthly validation reports.
Assist Parking and Transportation Manager with tracking contractor employee training records
Assist Parking & Transportation Manager with reviewing auditing the shuttle fleet logs (i.e. Daily check lists, repair and maintenance logs etc...)
Maintains parking supplies inventory.
Categorized as Tier 1 emergency employee.
Expected to work at the Emergency Hotline call center before, during, and/or after emergencies, including, but not limited to hurricanes.
Other duties as assigned.