Administrative Assistant

University of Miami•Miami, FL

1d•Onsite

About The Position

The University of Miami/UHealth Department Dermatology has an exciting opportunity for a full-time Administrative Assistant (Onsite) to work in Miami, FL. The Administrative Assistant performs a variety of clerical functions and office support activities for assigned department(s) to facilitate the efficient operations of the office. 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 SPECIFIC FUNCTIONS Primary administrative assistant for all 36 dermatology faculty. Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals and areas. Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs. Department contact person for all formwork. Responsible for initiating and monitoring IDR’s, expense reports, facilities request and telecommunication work orders for the department. Assist with departmental special projects, fundraising campaigns, mailings, special activities and meetings. Responsible for the daily maintenance and upkeep of the Dermatology Administrative office and media room, ensuring all media equipment is functioning properly. Maintain schedule for Dermatology’s conference room and library as appropriate. Point person for ordering all administrative office supplies. Distribute daily mail for the entire department. Monitor the lab coat pick-up and deliveries. Assists faculty with all administrative and academic role(s). Assists provider in scheduling conferences, meetings, trainings and other related events. Performs other duties as assigned. 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)
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.
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.
Primary administrative assistant for all 36 dermatology faculty.
Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals and areas.
Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
Department contact person for all formwork.
Responsible for initiating and monitoring IDR’s, expense reports, facilities request and telecommunication work orders for the department.
Assist with departmental special projects, fundraising campaigns, mailings, special activities and meetings.
Responsible for the daily maintenance and upkeep of the Dermatology Administrative office and media room, ensuring all media equipment is functioning properly.
Maintain schedule for Dermatology’s conference room and library as appropriate.
Point person for ordering all administrative office supplies.
Distribute daily mail for the entire department.
Monitor the lab coat pick-up and deliveries.
Assists faculty with all administrative and academic role(s).
Assists provider in scheduling conferences, meetings, trainings and other related events.
Performs other duties as assigned.