Office Assistant

This role is open to current University of Miami staff, faculty, and temporary employees.

About the role

The Office Assistant provides essential administrative and operational support to ensure the smooth functioning of the Rosenstiel School of Marine, Atmospheric and Earth Science Business Office and related administrative areas. Responsibilities include managing office supplies and merchandise inventory, coordinating mail and package delivery, assisting with shipping and receiving operations, supporting event logistics, and maintaining accurate records, including long-term financial documentation.

Responsibilities

• Order, track, and maintain office supplies for the Business Office and other administrative areas.
• Oversee inventory of all merchandise and supplies across campus, ensuring accurate records and timely replenishment.
• Coordinate with vendors for procurement and delivery.
• Assist with receiving, sorting, and delivering mail and packages across campus.
• Support the shipping and receiving area by logging incoming and outgoing shipments, ensuring proper handling and distribution.
• Collaborate with Facilities and other units to set up and dismantle events, meetings, and conferences.
• Coordinate logistics such as furniture arrangement, AV equipment, and other event needs.
• Maintain organized filing systems (physical and digital) for administrative and financial records.
• Create and manage backup folders and documentation for over 15 years of financial data, ensuring compliance with retention policies.
• Sort and distribute communications in a timely manner.
• Serve as backup to other support staff in the office.
• Create and update records ensuring the accuracy and validity of information.
• Schedule and organize office appointments, meetings, and events, as needed.
• Troubleshoot office equipment and advise leadership of any technical issues.
• Answer, route, and transfer calls, responding to routine questions as appropriate.
• Use a computer to enter data, sort, and gather information.
• Organize and maintain office filing and storage systems; retrieve information as appropriate.
• Maintain the cleanliness of the office.
• Adhere to University and unit-level policies and procedures and safeguard University assets.

Requirements

• High School Diploma or equivalent/relevant experience.
• Minimum 1 year of relevant experience required.
• Ability to work in a complex environment with the skills to manage multiple tasks and deadlines, establish priorities, set objectives, and achieve stated goals.
• Ability to work as a team or independently.
• Excellent organizational skills.
• Strong customer service focus.
• Ability to lift (50 pounds) and move packages and assist with event setups.

Preferred Qualifications

• Two to four years of progressively responsible experience.

Skills

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

Job Status

Full-time staff position.