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Office Operations Manager

2 months ago

Miami, Florida, United States Nicklaus Children's Health System Full time

About the Role

The Administrative Assistant will provide high-level administrative support to the Cancer and Orthopedic Institute department leaders at Nicklaus Children's Health System. This role requires a detail-oriented and organized individual who can prioritize tasks, manage multiple projects, and maintain confidentiality.

Key Responsibilities

  • Assist department heads with special projects, organize meetings, conferences, and events, and perform research and analysis as needed.
  • Compose, type, edit, and proofread correspondence, reports, letters, memoranda, and other documents, and prepare meeting minutes and sensitive documents.
  • Prepare presentations, financial and non-financial reports, and collaborate with business managers to collect and track operational, quality, and financial data.
  • Prepare financial plans, budgets, and forecast reports, and assist with monthly expenses and invoices.
  • Facilitate planning, organization, and activities to ensure efficient and effective workflow coordination.
  • Manage and maintain employee records, and post certification reminders.
  • Edit KRONOS transactions, order and maintain office supplies, and submit POs and contracts for approval.
  • Assist with procurement processes, receive and distribute supplies, and maintain records of supplies received.
  • Perform other clerical duties, such as copying, scanning, filing, faxing, and special projects.
  • Provide clerical support, greet and assist visitors, schedule and maintain calendars, coordinate travel arrangements, and handle day-to-day public relations.
  • Receive and screen visitors and telephone calls, and answer inquiries concerning activities and operations.
  • Schedule and coordinate meetings, and follow up as needed.
  • Accountable for phone and technology setup, and submit work orders to maintain services and repair.
  • Serve as a resource specialist, and leverage internal resources to create positive experiences for families.
  • Perform other duties as assigned, including participating in Lean initiatives to improve processes and deliver higher quality, cost-effective care.

Requirements

  • 1-3 years of administrative assistant or relevant experience.
  • High school education or equivalent preferred.
  • Excellent time management and prioritization skills.
  • Able to adapt and react calmly under stressful conditions.
  • Able to set priorities and meet deadlines.
  • Abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem-solving skills, attention to detail, and working in a team environment.
  • Ability to work independently and flexibly with minimal supervision.
  • Ability to represent department functions in a professional, courteous, and efficient manner.
  • Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
  • Ability to communicate both verbally and in writing.
  • Able to maintain confidentiality of sensitive information.