Administrative Assistant - Temporary

University of Miami

Industry
Responsibilities

Current Employees:

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Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The College of Education has an exciting opportunity for a temporary full-time Administrative Assistant to work at the Coral Gables Campus.

Under the supervision of the Finance Director, the Administrative Assistant performs a variety of high level administrative and office support functions for the assigned department(s) within the College of Engineering to facilitate the efficient operations of the office and provide robust support to the academic mission of the department. 

CORE JOB FUNCTIONS 

Provide complex support to the academic mission of the department assigned including assistance with student admissions, management and clearing of files to prepare for graduation for undergraduate and graduate programs. For graduate student clearance, upload files and send them to the central graduate school office. Update student files and process administrative changes such as enrolling in a minor or transferring credit. Provide specific information to faculty advisors regarding student demographics. Create and/or maintain appropriate spreadsheets to allow department to manage all admissions functions from application to acceptance. This may include time sensitive tasks of an urgent nature and necessary information regarding what key information is missing to allow acceptance. For PhD student admission process, update and maintain database and files; answer inquiries, request I-20’s; prepare offer letters for new and existing students. For MS students, update and maintain spreadsheet. Responsible for curriculum management and changes to course schedule in canelink. Input changes online for bulletin (CourseLeaf) Provide routine assistance and communication with potential and existing undergraduate and graduate students regarding registration for classes, status of graduation request, required information, and general inquiries. Supports Office Manager, faculty and/or department leadership with daily tasks. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging. Plans meetings and takes detailed minutes, as needed. Plans and coordinates events such as distinguished speaker series’ for the assigned department including preparation of agenda, fliers, E-Veritas, attendance lists, catering service, reserve room, announcements and other actions as needed. Answers phone calls, emails, provides information to callers or connects callers to appropriate staff. Schedules appointments and updates departmental calendars. Prepares appropriate business processing documents for the department as assigned. Makes travel arrangements and reservations for department leadership, staff, and guests 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. Inputs changes to the departmental website. Processes expense reports, purchase requisitions, and work orders. May conduct departmental account reconciliation. Adheres to University and unit-level policies and procedures and safeguards University assets.

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 

Education:

High school diploma or equivalent

Certification and Licensing:

N/A

Experience:

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

  • 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).

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:

Temporary - Charge Back (Fixed Term)

Pay Grade:

c103

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Confirmed 8 hours ago. Posted 30+ days ago.

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