Administrative Assistant - Coral Gables Campus

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The Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.  The Administrative Assistant schedules appointments, prepares and proofreads documents, and assists with faculty and student needs. The Incumbent manages office supplies, coordinates events, and supports various academic programs.

Reports to the Senior Manager, Law School Administration

CORE JOB FUNCTIONS 

Supports department and leadership with daily clerical tasks. Prepares reports, charts, budgets, and presentation materials. Responds to routine inquiries with standard correspondence. Plans meetings and takes detailed minutes. Answers phone calls, provides information, or connects callers to appropriate staff. Schedules, appointments and updates calendars. Composes and types of correspondence, creates spreadsheets and presentations. Greets and provides general support to visitors. Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues. Develops and maintains an organized filing system for the department, ensuring confidentiality. Provides reception services, schedules meetings, and travel. Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents. Assists faculty by answering questions, locating information and materials, and assisting in test preparation. 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:

Not Applicable 

Experience:

Minimum 1 year of relevant experience

Knowledge, Skills and Abilities:

·      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).

DEPARTMENT ADDENDUM

Department Specific Functions

• Supports six to nine full-time faculty, adjunct faculty, plus visiting professors, as assigned, exercising a high degree of resourcefulness, independent judgment, initiative and professional knowledge of the Law School and its departments; working with highly confidential materials; meeting deadlines; retrieving and distributing faculty mail.
• Will have knowledge of zoom meeting features and technology in order to provide support to Faculty in classroom teachings; and as well as providing support to students that may encounter issues.
• Will be responsible for processing reimbursement(s) for Faculty in regard to travel, due & membership, events, and other reimbursements as necessary via Workday.
• Completes assignments requiring the collection and organization of data; may provide analysis.  Example:  Creates reports in regard to Faculty instructions of the various titled assignments submitted by students.  The Administrative Assistant is responsible for collecting the information, separate and input data according to Professor’s specification. The Administrative Assistant also maintains reports on student class participation and assignments and provides final breakdown for grading purposes.
• Prepare class material packets to include syllabus and additional reading materials/ha