Sr. Administrative Assistant

University of Miami•Miami, FL

1d•Onsite

About The Position

The Sr. Administrative Assistant (A) 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 leadership with daily clerical tasks. Prepares reports, charts, budgets, and presentation materials. Responds to routine inquiries with standard correspondence. Plans meetings and takes detailed minutes. Answers phone calls, provides information, or connects callers to appropriate staff. Schedules, appointments and updates calendars. Composes and types of correspondence, creates spreadsheets and presentations. Greets and provides general support to visitors. Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues. Develops and maintains an organized filing system for the department, ensuring confidentiality. Provides reception services, schedules meetings, and travel. Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents. Assists faculty by answering questions, locating information and materials, and assisting in test preparation. Adheres to University and unit-level policies and procedures and safeguards University assets. 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. Department Specific Functions Responsible for providing front coverage for the main office of LAORA; this includes answering /screening incoming calls on the main telephone line, greet visitors, opening the front door, receiving packages, mail, faxes and distributing them. Responsible for coordinating the Executive Director’s schedules. This includes scheduling regular weekly, monthly and quarterly meetings and coordinating special out of town meetings for the Executive Director and some LAORA staff. Responsible for preparing handouts, take minutes and recording the monthly staff and clinical meetings minutes. Distribute minutes to all department supervisors by e-mail for their review and make corrections as needed. Keep a file as required by Association of Organ Procurement Organization (AOPO) accreditation standards. Responsible for updating and maintaining the Disaster Plan, Organizational Chart, TB and Blood borne pathogens tests for LAORA and submit updates to the Department of Surgery on a monthly basis. Maintain various excel files: United Network for Organ Sharing (UNOS) changes in Standard Acquisition Costs (SAC) of OPO’s nationwide, hospital agreement discounts, hospital agreements work list. Submit monthly compliance reports to UNOS by Federal Express. Distribute copies to appropriate faculty and Quality Assurance staff. Responsible for making travel and meeting arrangements for the LAORA staff. This will include negotiating for the best fares and most reliable service. Must be familiar with the University Travel Policy. Coordinate Physical Plant work orders as needed and help to maintain the appearance of the offices. Coordinate with the IT personnel when the fax/copier/scanner system is down for the Administrative Area. Assist the LAORA staff with any request for new office phone lines, fax lines, redirect lines, voicemail, IC#’s and phone ID name changes with Medical IT. Coordinate, with the guidance of IT personnel to maintain the Office Directory on the shared file. Collect monthly absentee forms from all A01 employees. Monthly update the Employee Time Balances reports and keeps copies on file. Responsible for maintaining the LAORA Conference room schedule for all meetings and events scheduled on the Outlook calendar as well as c.c. the Office Manager/Supervisor and placing/ posting; an updated calendar in the lunch room bulletin board on a weekly basis. (Every Friday) Responsible for ensuring that there is paper in the Copier/ Fax / Printer/ Scanner, throughout the day as well as before he / or she leaves for the day. Responsible for preparing the PCard monthly statement, assist in the invoicing for the SAC charges and other accounting reports as needed. Responsible for gathering information via fax / telephone for the Transplant Center to validate invoices for payment for imported organ donor cases. Responsible for placing, on an as needed basis and under the guidance of the laboratory manager, all orders of clinical supplies for the Organ Perfusion and Preservation Laboratory. Performs other related clerical duties such as photocopying, faxing, scanning hand delivering confidential documents within the office and Medical Campus as assigned. Responsible for ordering office supplies for the LAORA Staff.

Requirements

High school diploma or equivalent
Minimum 3 years 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).
One year of relevant work experience.
Relevant combination of education and work experience will be considered

Responsibilities

Supports department and leadership with daily clerical tasks.
Prepares reports, charts, budgets, and presentation materials.
Responds to routine inquiries with standard correspondence.
Plans meetings and takes detailed minutes.
Answers phone calls, provides information, or connects callers to appropriate staff.
Schedules, appointments and updates calendars.
Composes and types of correspondence, creates spreadsheets and presentations.
Greets and provides general support to visitors.
Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues.
Develops and maintains an organized filing system for the department, ensuring confidentiality.
Provides reception services, schedules meetings, and travel.
Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents.
Assists faculty by answering questions, locating information and materials, and assisting in test preparation.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Responsible for providing front coverage for the main office of LAORA; this includes answering /screening incoming calls on the main telephone line, greet visitors, opening the front door, receiving packages, mail, faxes and distributing them.
Responsible for coordinating the Executive Director’s schedules. This includes scheduling regular weekly, monthly and quarterly meetings and coordinating special out of town meetings for the Executive Director and some LAORA staff.
Responsible for preparing handouts, take minutes and recording the monthly staff and clinical meetings minutes. Distribute minutes to all department supervisors by e-mail for their review and make corrections as needed. Keep a file as required by Association of Organ Procurement Organization (AOPO) accreditation standards.
Responsible for updating and maintaining the Disaster Plan, Organizational Chart, TB and Blood borne pathogens tests for LAORA and submit updates to the Department of Surgery on a monthly basis.
Maintain various excel files: United Network for Organ Sharing (UNOS) changes in Standard Acquisition Costs (SAC) of OPO’s nationwide, hospital agreement discounts, hospital agreements work list. Submit monthly compliance reports to UNOS by Federal Express. Distribute copies to appropriate faculty and Quality Assurance staff.
Responsible for making travel and meeting arrangements for the LAORA staff. This will include negotiating for the best fares and most reliable service. Must be familiar with the University Travel Policy.
Coordinate Physical Plant work orders as needed and help to maintain the appearance of the offices.
Coordinate with the IT personnel when the fax/copier/scanner system is down for the Administrative Area.
Assist the LAORA staff with any request for new office phone lines, fax lines, redirect lines, voicemail, IC#’s and phone ID name changes with Medical IT.
Coordinate, with the guidance of IT personnel to maintain the Office Directory on the shared file.
Collect monthly absentee forms from all A01 employees. Monthly update the Employee Time Balances reports and keeps copies on file.
Responsible for maintaining the LAORA Conference room schedule for all meetings and events scheduled on the Outlook calendar as well as c.c. the Office Manager/Supervisor and placing/ posting; an updated calendar in the lunch room bulletin board on a weekly basis. (Every Friday)
Responsible for ensuring that there is paper in the Copier/ Fax / Printer/ Scanner, throughout the day as well as before he / or she leaves for the day.
Responsible for preparing the PCard monthly statement, assist in the invoicing for the SAC charges and other accounting reports as needed.
Responsible for gathering information via fax / telephone for the Transplant Center to validate invoices for payment for imported organ donor cases.
Responsible for placing, on an as needed basis and under the guidance of the laboratory manager, all orders of clinical supplies for the Organ Perfusion and Preservation Laboratory.
Performs other related clerical duties such as photocopying, faxing, scanning hand delivering confidential documents within the office and Medical Campus as assigned.
Responsible for ordering office supplies for the LAORA Staff.