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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:

Maintain strict confidentiality and handle sensitive information with the utmost discretionExcellent organizational and time management skillsAbility to prioritize tasks and meet deadlinesGeneral knowledge of office procedures and operationsAttention to detail and accuracyAbility to accurately prepare and maintain records, files, reports, and correspondenceExperience managing complex calendarsAbility to communicate effectively in both oral and written formAbility to maintain effective interpersonal relationshipsAbility to process and handle confidential information with discretionSkill in completing assignments accurately and with attention to detailProficiency in computer softwareWork with Microsoft Office applications

 

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 for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A5