Administrative Assistant

About this role

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 The University of Miami/UHealth Department of Public Safety has an exciting opportunity for a full-time Administrative Assistant to work in Miami, FL.

Core Job Summary:

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 Responsibilities:                                                                                                 • Supports department and/or department leadership with daily clerical tasks.

• Prepares basic reports, charts, budgets and other presentation materials.

• Prepares the quarterly lost and found deposit.

• 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 • Assist customers with off-site parking access at non-UHealth parking facilities. 

• Coordinate logistics for courtesy shuttle services, including pharmaceuticals and small package deliveries.

• Processes parking validations requests and background checks.

• Assist customers with replacing broken/lost fuel access fobs.

• Assists customers with scheduling UM Transportation Department shuttles.

• Assist with the dispatching of patient and package pickups demands.

• Files and scans department records.

• Logs customer interaction notes in database.

• Adheres to proper telephone etiquette and use of call center software.

• Processes and reconcile monthly parking and transportation contractor employee rosters through Pro-Watch.

• Process and audit monthly validation reports.

• Assist Parking and Transportation Manager with tracking contractor employee training records

• Assist Parking & Transportation Manager with reviewing auditing the shuttle fleet logs (i.e. Daily check lists, repair and maintenance logs etc...)

• Maintains parking supplies inventory.

• Categorized as Tier 1 emergency employee.

• Expected to work at the Emergency Hotline call center before, during, and/or after emergencies, including, but not limited to hurricanes.

• 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.

 Core Qualifications:                                                                                          • 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. 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

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