Full Time Administrative Assistant - Accounts Management Job at University of Mi

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet . The University of Miami/UHealth Department of SCCC has an exciting opportunity for a Full Time Sr. Administrative Assistant to work onsite at the UHealth Medical Campus in Miami, FL. Administrative Assistant (H) performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office. Supports department and/or department leadership with daily clerical tasks. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials. 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. Answers phone calls, provides information to callers or connects callers to appropriate staff. Makes travel arrangements and reservations for department leadership and staff, as needed. Composes and types of correspondence, such as informative materials; Adheres to University and unit-level policies and procedures and safeguards University assets. Education: High school diploma or equivalent Any relevant education, certifications and/or work experience may be considered. General knowledge of office procedures and operations • ADMINISTRATIVE SUPPORT: Responsible for providing administrative support to assigned Sylvester Leadership and Staff. Specific duties include but are not limited to: Scheduling and coordinating meetings and providing day-to-day calendar management support to Faculty Investigators. The position supports the administrative functions, day-to-day office and lab of Dr. Coordinating meeting space with UM facilities, ordering catering, and determining, arranging, and setting up AV requirements. Preparing, coordinating, and disseminating documentation to distribute at meetings such as meeting agendas and meeting materials. Answering telephones, taking messages, answering routine questions, and transferring calls to appropriate individuals. Preparing any required correspondence such as announcements, letters of support, memos, and email communications on behalf of Sylvester Faculty Investigators/Staff Leaders. This may include but is not limited to preparing correspondence, coordinating catering, AV requirements, and meeting space with UM facilities, and other administrative duties as assigned. Maintaining electronic storage of information on meetings, including related correspondence, meeting announcements, attendance roster, hand-outs, Assisting with the implementation of new initiatives. This includes gathering and preparing information needed for Sylvester Faculty Investigators/Staff Leaders to execute these initiatives. Managing all travel aspects for assigned Sylvester Faculty Investigators/Staff Leaders, including but not limited to: Making travel arrangements (airlines, hotels, registrations, etc.), gathering meeting agendas, completing registrations, and preparation of materials. Tracking, managing, preparing, and processing reimbursements according to University policies in a timely fashion. Assisting with the preparation of special reports and participating with other center research administrative staff in the planning and organization of major projects. This includes developing a monitoring system to ascertain compliance and proper follow through with major cancer research activities and deadlines. Providing cross-coverage and support for other Sylvester Administrative Assistants as requested. Ensuring completed work products meet required timelines and standards of quality. Current workload and bandwidth as it pertains to administrative support provided to assigned Sylvester Faculty Investigators.   Proposed solutions to operational and administrative problems identified. Regularly scheduled Sylvester administrative staff team meetings. Trainings regarding university policies, procedures, and systems.   Stays abreast of and complies with all University of Miami and University of Miami Hospital and Clinics/Sylvester policies and procedures.  Order office supplies, communicate with facilities for any maintenance required, and plan office celebrations and events as needed (i.e. – monthly birthday events, baby showers, etc.) Education Requirements (Essential Requirements): ~ Bachelor’s degree preferred. Work Experience Requirements (Essential Requirements): ~ Equivalent combinations of education/experience may be considered. Bilingual English/Spanish fluency preferred. Excellent computer skills required (proficiency in typing, data entry, and in applications such as Microsoft Outlook, Word, Excel, and PowerPoint). Ability to coordinate and prioritize multiple tasks, projects and schedules. Excellent computer skills required.  Knowledge of routine office practices and procedures.  Knowledge of simple data processing and transmission principles. Ability to interface professionally with departmental clinical faculty, hospital related faculty, cancer center related faculty, senior administrative personnel of the cancer center, department and senior representatives of other departments. #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 tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Full time