Administrative Assistant - School of Nursing

Job description

Current Employees: 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, please review this tip sheet . Provides routine general clerical support to the Business Operations office as well as the overall School of Nursing and Health Studies (SONHS). Administrative Support: Greets visitors to the SONHS and the Simulation Hospital, answers incoming calls, handle inquiries, and directs them to the appropriate persons according to their needs. Answers main SONHS and Office of Student Services telephones lines, takes messages, answers routine questions, and transfers calls to appropriate individuals. Stays abreast of SONHS and University policies and procedures to provide students and visitors with accurate information. Processes office supply orders for the SONHS. Prepares financial forms in Workday, POs, work orders, check requisitions, etc. Submits lab coat orders for clinical faculty on a per semester basis; gathers credentials and size information from faculty, contacts vendor for quote, and submits purchase requisition in Workday. Prepares travel arrangements and reimbursements, ~ 20 per month for the faculty and staff at SONHS Prepares purchasing card (pcard) reconciliations ~ 20 per month, on a bi-weekly basis, for staff at SONHS Manages all travel related procedures, including and not limited to conferences and seminars. (airfare, hotel, transportation) Responsible for assigning mailboxes to employees Sorts and distributes incoming mail for the SONHS In charge of setting up, parking passes for the SONHS using PaybyPhone. Ensures the advising kiosk is fully functional at all times and works with Information Technology to resolve technical issues Assists the Office of Student Services (OSS) on an as needed basis. Performs other duties as assigned Building Facility Support: Responsible for scheduling security guard on an as needed basis using the SONHS and Simulation Hospital calendars. Reconciles billed hours on a monthly basis for security guards and provides report to Budget Director. Processes facility work orders (GCS, Security, key shop etc.) for the SONHS and the Simulation Hospital Submits A/C and front door schedules for the SONHS and Simulation Hospital. Responsible for ordering kitchen supplies and ensuring Faculty and Staff Lounge and the Dean’s lounge is fully equipped and in working order. Responsible for the overall appearance of the school, ensuring custodial needs are met. Assist with facilities orders including moves, relocations, building repairs, etc. Responsible for requesting Cane Card building access for new employees Updates directory and floor plans Performs other duties as assigned Knowledge, Skills, and Abilities: Knowledge of MS suite (Outlook, Word, Excel, PowerPoint). Must have organizational skills. Must be customer service-oriented Education Requirements (Essential Requirements): High school diploma or equivalent. Work Experience Requirements (Essential Requirements): One (1) to Four (4) years experience. The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida. With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally. We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information. Job Status: Full time Employee Type: Staff