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

Administrative Assistant (H)

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Location: Miami, FL

Time Type: Full Time

Posted on: Posted 3 Days Ago

Job Requisition ID: R100081955

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 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.
• Greet individuals and/or groups entering the Gordon Center and ascertain the nature and purpose of visit.
• 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 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.
• Perform basic data analysis, research best practices, and support developing solutions and recommendations for the current business operations.
• Generate reports and analyze data for internal planning processes and reporting purposes.
• Analyze data to ensure accuracy and report 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.

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

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.

Job Status: Full time

Employee Type: Staff

Pay Grade: H4

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