Sr. Administrative Assistant

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The Department of Office of Graduate Studies has an exciting opportunity for a full-time Senior Administrative Assistant to work on-site at the Rosenstiel Med Science Building in Miami, FL.

CORE JOB SUMMARY

The Senior 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.

CORE JOB FUNCTIONS

1. Supports department and/or department leadership with daily clerical tasks.

2. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.

3. Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.

4. Plans meetings and takes detailed minutes, as needed.

5. Answers phone calls, provides information to callers or connects callers to appropriate staff.

6. Schedules appointments and updates calendars.

7. Makes travel arrangements and reservations for department leadership and staff, as needed.

8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.

9. Greets and provides general support to visitors.

10. Develops and maintains department filing system.

11. 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.

CORE QUALIFICATIONS

Education:

High school diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 3 years of relevant experience

Knowledge, Skills, and Attitudes:

• Attention to details

• Experience using Microsoft Office suite

• Experience managing multiple competing tasks and priorities

• Positive attitude

• Experience working with a diverse clientele

• Prior experience working in an academic setting is desirable

• 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)

Department Specific Functions

1. Provide administrative support to the MSOM Associate Dean of Graduate including maintaining confidential records, performing ad-hoc projects and assignments, preparing office spaces for meetings, scheduling appointments, and drafting important correspondence and documents.

2. Takes detailed minutes for a variety of meetings including the Graduate Program Director Council, Executive Committee for Graduate Education, and Office of Graduate Studies Team meetings.

3. Develops and maintains the departmental office supplies, office signage, and office files.

4. Greets and provides general support to visitors; Responds to inquiries made to the departmental email address; answers calls and provides useful information to callers and visitors.

5. Handles a variety of financial-related tasks such as reconciling p-card transactions, requesting and processing purchase orders, ordering food for events, and processing travel reimbursements.

6. Provides administrative support when needed and as directed to other Graduate Studies staff.

7. Supports Master of Science in Biomedical Sciences and Program in Biomedical Sciences projects as needed throughout the year, including program communications, meeting coordination, data collection, document preparation, event logistics, and other administrative support for program operations and annual priorities.

8. Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Qualifications

Education:

High school diploma or equivalent; bachelor’s degree preferred.

Experience:

Minimum of 3 years of relevant experience

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status:

Full time

Employee Type:

Staff