What are the responsibilities and job description for the Senior Administrative Assistant (A) position at University of Miami Miller School of Medicine?
Current Employees
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Senior Administrative Assistant - School of Nursing and Health Studies - Simulation Hospital
Under the direction of the Associate Dean of Simulation Education and Research, the Senior Administrative Assistant performs a variety of clerical functions and office support activities for the Simulation Hospital Advancing Research and Education (SHARE) to facilitate the efficient operations of the SHARE facility and team.
Core Job Functions
Provide administrative support to the Associate Dean of Simulation Education and Research and SHARE team.
Supports SHARE with daily clerical tasks, managing calendars, scheduling meetings, project follow-up, routing help desk calls, and coordinating travel arrangements.
Handle all forms of communication, including emails, phone calls, and correspondence, ensuring timely and accurate responses.
Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
Assist in the planning and execution of SHARE projects, ensuring deadlines are met and deliverables are of the highest quality.
Build and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for this role.
Manage simulation team staffing calendars in collaboration with the Associate Dean.
Oversee the database of simulation learner hours.
Orders all supplies, maintains the EZ Inventory System to ensure accuracy and that semester needs are met.
Assist with all required paperwork obtaining quotes, shipping equipment for repairs and ensure all equipment is accounted for in the inventory system.
Assist with clerical preparation and maintenance of accreditation materials for site visits.
Keeps a log of all licensure and memberships.
Maintains/stores all preventative maintenance (PM) documentation for all equipment ensuring repairs are completed.
Create, maintain, and utilize reports to support SHARE operations.
Coordinates Stericycle, air gas, and linen pick-up/delivery/fulfillment.
Research suitable vendors for equipment procurement.
Research product specifications to maximize cost-effectiveness, coordinating with purchasing.
Serve as a liaison for simulation equipment vendors.
Assist with coordinating special projects (disaster drill, simulation training, coordinate techs and educator's availability) Assist with special projects or initiatives as required.
Education
High School or equivalent degree. Bachelors preferred.
Experience
3 years as Administrative Assistant preferred
Minimum Qualifications
Three to five years of progressive-related experience
Knowledge, Skills, And Attitudes
Job Status
Full time
Employee Type
Staff
Pay Grade
A5
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.
Senior Administrative Assistant - School of Nursing and Health Studies - Simulation Hospital
Under the direction of the Associate Dean of Simulation Education and Research, the Senior Administrative Assistant performs a variety of clerical functions and office support activities for the Simulation Hospital Advancing Research and Education (SHARE) to facilitate the efficient operations of the SHARE facility and team.
Core Job Functions
Provide administrative support to the Associate Dean of Simulation Education and Research and SHARE team.
Supports SHARE with daily clerical tasks, managing calendars, scheduling meetings, project follow-up, routing help desk calls, and coordinating travel arrangements.
Handle all forms of communication, including emails, phone calls, and correspondence, ensuring timely and accurate responses.
Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
Assist in the planning and execution of SHARE projects, ensuring deadlines are met and deliverables are of the highest quality.
Build and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for this role.
Manage simulation team staffing calendars in collaboration with the Associate Dean.
Oversee the database of simulation learner hours.
Orders all supplies, maintains the EZ Inventory System to ensure accuracy and that semester needs are met.
Assist with all required paperwork obtaining quotes, shipping equipment for repairs and ensure all equipment is accounted for in the inventory system.
Assist with clerical preparation and maintenance of accreditation materials for site visits.
Keeps a log of all licensure and memberships.
Maintains/stores all preventative maintenance (PM) documentation for all equipment ensuring repairs are completed.
Create, maintain, and utilize reports to support SHARE operations.
Coordinates Stericycle, air gas, and linen pick-up/delivery/fulfillment.
Research suitable vendors for equipment procurement.
Research product specifications to maximize cost-effectiveness, coordinating with purchasing.
Serve as a liaison for simulation equipment vendors.
Assist with coordinating special projects (disaster drill, simulation training, coordinate techs and educator's availability) Assist with special projects or initiatives as required.
Education
High School or equivalent degree. Bachelors preferred.
Experience
3 years as Administrative Assistant preferred
Minimum Qualifications
Three to five years of progressive-related experience
Knowledge, Skills, And Attitudes
- Maintain strict confidentiality and handle sensitive information with the utmost discretion
- Excellent organizational and time management skills
- Ability to prioritize tasks and meet deadlines
- General knowledge of office procedures and operations
- Attention to detail and accuracy
- Ability to accurately prepare and maintain records, files, reports, and correspondence
- Experience managing complex calendars
- 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
- Work with Microsoft Office applications
Job Status
Full time
Employee Type
Staff
Pay Grade
A5
