Administrative Assistant

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 using the Career worklet, please review this tip sheet.

Reporting to the Associate Dean, Office Manager, Student/Post-Graduate Support Services, the Administrative Assistant, Academic and Alumni Services assists with the clerical, operational and financial functions of the Office of Academic and Alumni Services at the School of Communication.

Duties and Responsibilities:

• Plans and manages office service activities such as reception, telephone, mail, fax, e-mail, copying equipment, and the purchasing, receiving, and storing of office supplies.
• Providing administrative support to members of the office, including drafting, editing, filing, printing, copying and scanning documents, and management of mass mailings from the office.
• Lead the work assignments of other support staff and student workers.
• May oversee student employees to direct work and provide guidance.
• Take lead in the school’s organization, Dean Student Circle. Duties include coordinating meetings, gather information throughout the year, maintain student engagement.
• Maintains calendar, types, provides routine and general clerical support which may include student service, reports, and statistics.
• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
• Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Coordinates travel with the Associate Dean for recruitment.
• Orders office supplies and promotional materials, maintaining inventory of supplies and promotional materials, ensuring forms are available for students and advisors.
• Composes correspondence or selects standardized formats.
• Coordinates and facilitates school tours.
• May provide ancillary support to related areas.
• Creates reports which vary throughout the year assigned by the Associate Dean.
• Designs surveys based on the process and analyzes findings and provides recommendations. The surveys are designed to improve and enhance the experience at the University.
• Assists the Associate Dean with Scholarship submissions with creating flyers, sending routine notifications, gathering applications, etc.
• Assisting in the planning and execution of department events.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of routine office practices and procedures. Knowledge of simple data processing  and transmission principles.
• Ability to utilize computerized information systems. Ability to read and decipher data on source documents to be entered.
• Ability to enter and verify information with accuracy and a reasonable rate of speed. Ability to understand and follow oral and written instructions.
• Proficiency in word processing, spreadsheet and presentation software.

Education and Experience Requirements:

• High school diploma. Bachelor’s degree preferred.
• One (1) year of relevant experience required. Two (2) years of progressive related experience preferred. Equivalent combinations of education/experience may be considered.

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:

A4