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The University of Miami Health System, "UHealth", Department of Pediatrics- Perinatal Care has an exciting opportunity for a Full-Time Sr. Administrative Assistant to work at the Batchelor's Children's Institute.

The Sr. Administrative Assistant is responsible for providing administrative support for our Healthy Start and Jasmine Project Programs. Administrative support duties include ordering program supplies, processing mileage reimbursements, managing all invoice documentation and monthly submissions related to contract and grant fiscal compliance, and other administrative duties as requested. 

Core Responsibilities:                                                                                                    

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.

Department Specific Functions:

Provide administrative support to the Healthy Start and Jasmine Project Program’s administrative management supervisory team and staff.

Ordering program supplies, processing staff mileage reimbursements, managing fiscal invoice documentation, monthly invoice submission/fiscal reports, and all additional fiscal tasks related to federal and state Healthy Start funded grants and contracts. 

Maintain program computer inventory, assist with vendor applications, manage correspondence, manage SURPLUS for the perinatal care division, schedule IT services for program computers, assist with scheduling interviews and meeting preparations and provide staff support related to client and program needs.

Manage and track all transportation data and assist with preparation and submissions of reports and audit compliance.

Communicate directly with UM Fiscal Department as it relates to accounts and fiscal responsibilities.

Other participant-related and/or organizational/administrative support duties

as assigned.

Attend all programmatically required trainings and staff meetings.

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

AA preferred

Minimum 3 years of relevant experience

Spanish/English fluency preferred

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

Any relevant education, certifications and/or work experience may be considered.

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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.

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