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The University of Miami, Bascom Palmer Eye Institute, is seeking a full time Senior Administrative Assistant in Miami, Florida.

The Sr. 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.

CORE JOB FUNCTIONS        

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.

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 3 years 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)

DEPARTMENT ADDENDUM

Department Specific Functions

Primarily exercises discretion and independent judgment in daily activities.

Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.

Assists in preparing budgets, provides advice regarding budget projects, and monitors expenses.

Prepares reports which summarize financial and statistical information related to work unit’s budget, accounts, activities, program clientele and operations.

Advises management of unusual trends, funding levels and expenditures, assists with budget development by compiling information to support projected expenditures in specific areas such as operating costs or travel costs.

Performs complex assignments and resolves issues and problems referred by staff or the supervisor.

Has signing authority and makes purchasing decisions.

Lead Duties:

Act as the lead for a unit of lower level administrative support personnel, plans, organizes and oversees the activities and operations of the office unit.

Acts as lead for continuing training and management of In Basket resolution for both Administrative Assistants and faculty as needed.

May establishes and implements procedures.

Trains and assists in the evaluation of performance of assigned personnel.

Insures proper phone coverage for call outs/vacation.

Ensures completed work products meet required timelines and standards of quality and quantity.

Resolves unique situations where each contact must be handled differently using judgment discretion.

Performs other duties as assigned.

Non-exempt duties (Must not exceed 50% of job duties)

Maintains calendar, types, provides routine and general clerical support or medical-related support which may include patient care, student service, reports, and statistics.

Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.

Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.

Orders office supplies.

Composes correspondence or selects standardized formats.

Prepares financial forms (IDRs, BEFs, Pos, work orders, check requisitions, etc for department).

May provide ancillary support to physicians, clinical activities, business services, student services, etc.

Other duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of routine office practices and procedures. Knowledge of simple data processing and transmission principles.

Ability to utilize computerized information systems.  Ability to read and decipher data on source documents to be entered.

Ability to enter and verify information with accuracy and a reasonable rate of speed.  Ability to understand and follow oral and written instructions.

Skill in data entry or typing.

Education Requirements:

High school diploma or equivalent. Bachelor’s degree preferred.

Experience Requirements:

Five (5) years of progressive related experience.  Equivalent combinations of education/experience 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 - 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:

H5