Sr. Administrative Assistant

University of Miami•Miami, FL

About The Position

The University of Miami/UHealth Department of Pediatrics has an exciting opportunity for a full-time Sr. Administrative Assistant to work in Miami, FL. The Sr. Administrative Assistant performs a variety of clerical functions and office support activities for assigned department(s) to facilitate the efficient operations of the office. Department Specific Functions This position is responsible for providing administrative support to our Healthy Start Program. 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. Primary Duties and Responsibilities Provide administrative support to the Healthy Start Program administrative management supervisory team and staff. Duties include: 1. Ordering program supplies, processing staff mileage reimbursements, managing fiscal invoice documentation, monthly invoice submission/fiscal reports, and all additional fiscal tasks related to State Healthy Start funded grants and contracts. 2. 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 support related to client and program needs. 3. Manage and track all transportation data and assist with preparation and submissions of reports and audit compliance. 4. Communicate directly with UM Fiscal Department as it relates to accounts and fiscal responsibilities. 5. Other participant-related and/or organizational/administrative support duties as assigned. 6. Attend all programmatically required training 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.

Requirements

High school diploma or equivalent
Minimum 3 years of relevant experience
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)
Position requires excellent written and verbal communication skills
Knowledge of the Healthy Start and Jasmine Project programs and services
Knowledge of the UM fiscal and administrative systems
Patient-focused professional demeanor

Nice To Haves

Spanish/English fluency preferred
Any relevant education, certifications and/or work experience may be considered.

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.
Ordering program supplies, processing staff mileage reimbursements, managing fiscal invoice documentation, monthly invoice submission/fiscal reports, and all additional fiscal tasks related to 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 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 training and staff meetings