Current Employees:
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The University of Miami/UHealth Department of Public Safety has an exciting opportunity for a full-time Sr. Administrative Assistant.
Core Job Summary:
The Senior Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.
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
The Sr. Administrative Assistant provides advanced administrative support to the Administrative Operations Supervisor.
The specific responsibilities of a Senior Administrative Assistant in a Public Safety department play a crucial role in ensuring the smooth operation and support of public safety initiatives and personnel.
The Sr. Administrative Assistant assists with the preparation of accurate reports and statements to ensure appropriate control procedures in the assigned division(s).
Run, review, and distribute parking validation reports and post charge-outs.
Reviews "Purchase Order Requests" to ensure each request aligns with departmental standards for documentation and accuracy.
Act as a back-up to the Administrative Operations Supervisor for invoice payment submission once management has verified that the work has been completed.
Assisting Supervisor with monitoring accounts to verify expenses were allocated accurately and posted to the correct accounts.
Follow up with discrepancies between approved purchase orders and vendor invoices, follow up with corrections.
Review monthly statements from all vendors and obtain all open invoices to review and ensure payment in a timely manner.
Process journal entries as needed.
Other department and office 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.
CORE QUALIFICATIONS
High school diploma or equivalent
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)
Knowledge of generally accepted accounting procedures and principles.
Knowledge of budget control methods, policies, and procedures.
Ability to prepare financial and accounting records.
Ability to compile, organize, interpret, and communicate accounting data and results concisely.
Any relevant education, certifications and/or work 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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H5
