Administrative Assistant (H) Job at The University of Miami in Miami

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The University of Miami/UHealth Gordon Center for Research is currently seeking a full time Administrative Assistant to work in Miami, FL. The 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/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.

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

Experience:

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

• 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).
• Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
• Ability to work independently and/or in a collaborative environment.

Department Specific Functions

The Administrative Assistant will provide essential day-to-day administrative support to the Center Administrator at the Gordon Center, including:

Direct Clientele Support

• Assist callers to the main Gordon Center telephone line with requested information about center programs and direct them to the proper staff or faculty member, taking messages and retrieving recorded voice mail messages and relaying as necessary.
• Greet individuals and/or groups entering the Gordon Center and ascertain nature and purpose of visit to:
  
  • Ensure compliance with any mandated safety protocols.
  • Implement check-in processes for continuing education class participants.
  • Direct to specific location in the center, conveying general instructions.
  • Assist and redirect lost campus visitors and/or patients to actual destination.
  • Answer questions, assist in problem-solving, resolve issues when able, referring to the proper staff or faculty member.

Administrative, Operations, and Clerical Support

• Provide cross coverage due to illness, vacation, special events, or accrued backlog
• Process online parking validation for visitors and specified learners.
• Assist faculty and staff as requested with clerical duties, including written and verbal communication; data entry and compilation; filing, and phone calling.
• Assist with catering planning, set-up, and clean-up of for refreshments or lunch for specific classes or meetings.

Data Analysis

• Maintain databases to support the department's planning needs, goals, and objectives.
• Be a proficient user of the Gordon Center SQL Server Database to assist online registrants having difficulty and to conduct database searches, execute functions, and output reports:
  
  • As needed by instructors, simulation technicians or faculty teaching or preparing to teach a class.
• Perform basic data analysis, research best practices and supports developing solutions and recommendations for the current business operations.
• Generate reports and analyzes data for internal planning processes and reporting purposes.
• Analyze data to ensure accuracy and reports any issues to management.

Media and Communication:

• Support the creation of marketing materials, such as brochures, newsletters, and presentations.
• Help manage social media accounts, engaging with followers and contributing to content planning.
• Assist in tracking and analyzing marketing metrics to evaluate campaign performance and optimize future strategies.

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

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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 - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
H4