Administrative Assistant - Academic and Alumni Services

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The University of Miami School of Communication has an exciting opportunity for a full time Administrative Assistant to work in Coral Gables, FL.

Reporting to the Manager Programs, Academic Affairs, 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.

Primary Responsibilities:

• Coordinates travel with the Associate Dean for recruitment.
• Coordinates and facilitates school tours.
• 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.
• 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, 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.
• Creates reports which vary throughout the year assigned by the Associate Dean.
• Orders office supplies and promotional materials, maintaining inventory of supplies and promotional materials, ensuring forms are available for students and advisors.

Supporting Responsibilities:

• Lead the work assignments of other support staff and student workers.
• May oversee student employees to direct work and provide guidance.
• Assist in leading the school’s organization, Dean Student Circle. Duties include coordinating meetings, gather information throughout the year, maintain student engagement.
• Composes correspondence or selects standardized formats.
• May provide ancillary support to related areas.
• 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.

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:

• High School Diploma or equivalent. 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.

Any relevant education, certifications and/or work experience may be considered.

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.

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