Administrative Assistant - Academic and Alumni Services

Primary Responsibilities

• Covers travel with the Associate Dean for recruitment.
• Coordinates and facilitates school tours.
• Provides administrative support to members of the office, including drafting, editing, filing, printing, copying, and scanning documents, and management of mass mailings from the office.
• 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.
• Maintains calendar, types, provides routine and general clerical support which may include student service, reports, and statistics.
• Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals.
• Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
• Creates reports which vary throughout the year assigned by the Associate Dean.
• Orders office supplies and promotional materials, maintains inventory of supplies and promotional materials, ensures forms are available for students and advisors.

Sustaining Responsibilities

• Lead the work assignments of other support staff and student workers.
• May oversee student employees to direct work and provide guidance.
• Afford support to related areas.
• Designs surveys based on the process and analyzes findings and provides recommendations.
• Assists the Associate Dean with Scholarship submissions with creating flyers, sending routine notifications, gathering applications, etc.
• Affords support in the planning and execution of department events.

Core Qualifications

• A High School Diploma or equivalent.
• A Bachelor's degree preferred.
• Minimum one (1) year of relevant work experience.
• Two (2) years of progressive related experience preferred.
• 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.

Additional Information

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida. With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally. We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service. The University of Miami is an Equal Opportunity Employer. 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.