Administrative Assistant

Job Status: Full time Employee Type: Staff Pay Grade: H4 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. Department Specific Functions Primary administrative assistant for all 36 dermatology faculty. Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals and areas. Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs. Department contact person for all formwork. Responsible for initiating and monitoring IDR’s, expense reports, facilities request and telecommunication work orders for the department. Assist with departmental special projects, fundraising campaigns, mailings, special activities and meetings. Responsible for the daily maintenance and upkeep of the Dermatology Administrative office and media room, ensuring all media equipment is functioning properly. Maintain schedule for Dermatology’s conference room and library as appropriate. Point person for ordering all administrative office supplies. Distribute daily mail for the entire department. Monitor the lab coat pick-up and deliveries. Assists faculty with all administrative and academic role(s). Assists provider in scheduling conferences, meetings, trainings and other related events. Performs 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. Qualifications Minimum 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. Benefits The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. Equal Opportunity Employer 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. University of Miami #J-18808-Ljbffr