Administrative Assistant

CORE 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, 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.

• Provide support for Radiology Division director and its division members.
• Travel Requests and Business Reimbursements.
• Assist team members with the preparation and submission of travel request forms and business-related reimbursements.
• Ensure all required receipts and documentation are collected and submitted in a timely manner.
• Track and follow up on reimbursement requests to ensure prompt processing.
• Purchase Orders, P-Card and Supplier Invoice Processing.
• Make and manage P-Card purchases.
• Process charges, maintain and update PEA accounts for assigned faculty members.
• Administrative Support:
  Assist in faculty on-boarding ( for UM and JHS, access, lab-coats, Scrub access At UM and JHS (Abdominal Division only)).
• Manage Outlook calendars for Division Director and other division faculty members as needed.
• Maintain and update departmental faculty files, records, and databases.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Perform general office duties such as photocopying, scanning, and faxing.
• Maintain records for each faculty member for documents needed during re-credentialing process at UM and JHS.
• Coordinate efforts to accommodate new faculty, staff and visiting faculty.
• Manage faculty/staff physician CVs and bio sketches.
• Serve as back up to other administrative assistants in the department as needed.
• Assist with the coverage of the Front Desk at JMH-West Wing #279, when necessary.

High school diploma or equivalent

Not Applicable

Minimum 1 year of relevant experience

Experience in Medical office setting (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.
• Proficiency in computer software (i.e., Microsoft Office).

The University of Miami is an Equal Opportunity Employer and encourages applicants from all backgrounds to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.