Administrative Assistant

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 The University of Miami/UHealth Department of Public Safety has an exciting opportunity for a full-time Administrative Assistant to work in Miami, FL.

Core Job Summary:

The 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.

• Prepares basic reports, charts, budgets and other presentation materials.

• Prepares the quarterly lost and found deposit.

• Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.

• 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

• Assist customers with off-site parking access at non-UHealth parking facilities. 

• Coordinate logistics for courtesy shuttle services, including pharmaceuticals and small package deliveries.

• Processes parking validations requests and background checks.

• Assist customers with replacing broken/lost fuel access fobs.

• Assists customers with scheduling UM Transportation Department shuttles.

• Assist with the dispatching of patient and package pickups demands.

• Files and scans department records.

• Logs customer interaction notes in database.

• Adheres to proper telephone etiquette and use of call center software.

• Processes and reconcile monthly parking and transportation contractor employee rosters through Pro-Watch.

• Process and audit monthly validation reports.

• Assist Parking and Transportation Manager with tracking contractor employee training records

• Assist Parking & Transportation Manager with reviewing auditing the shuttle fleet logs (i.e. Daily check lists, repair and maintenance logs etc...)

• Maintains parking supplies inventory.

• Categorized as Tier 1 emergency employee.

• Expected to work at the Emergency Hotline call center before, during, and/or after emergencies, including, but not limited to hurricanes.

• Other 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 1 year 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).

Any appropriate combination of relevant education, experience and/or certifications may be considered.

The University of Miami offers competitive salaries and a comprehensiv