Sr. Administrative Assistant at University of Miami in Coral Gables, Florida

Job Description:

Current Employees:



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The Senior 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.


CORE JOB FUNCTIONS


1. Supports department and/or department leadership with daily clerical tasks.
2. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
3. Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
4. Plans meetings and takes detailed minutes, as needed.
5. Answers phone calls, provides information to callers or connects callers to appropriate staff.
6. Schedules appointments and updates calendars.
7. Makes travel arrangements and reservations for department leadership and staff, as needed.
8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
9. Greets and provides general support to visitors.
10. Develops and maintains department filing system.
11. 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 3 years of relevant experience


Knowledge, Skills and Attitudes:
• 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
1. Manage main reception area and serve as the welcoming presence of DCIE by greeting students, guests, and staff. Provide general information about DCIE programs and direct visitors appropriately. Provide excellent customer service.
2. Coordinate guest parking via the pay by phone system as authorized by departments.
3. Manage DCIE main phone line, triage calls, take messages and transfer calls to appropriate department.
4. Respond to all customer inquiries in a polite and timely manner.
5. DCIE point person for printer & facilities issues reported by DCIE Staff and faculty.
6. Prepares, prints, mails/distributes all program certificates and transcripts as requested by the departments and ensures these requests have gone through the appropriate approval process.
7. Prepare all checks/money orders received in the mail for deposit. Scan, archive and record checks/money orders in appropriate log. Take checks/money orders to cashiers. Scan and log deposit receipt.
8. Schedules appointments and updates calendars.
9. Responsible for calling students to notify them of balances due on their student accounts and recording the call or students' response as per the student list provided by department and supervisor. Send follow-up emails to students regarding their balances and how they can make payments.
10. Provides assistance and support to various department directors in all administrative aspects of the programs to ensure a positive experience and improve quality and value of the programs.
11. Supports division registrar with quick admitting students using university procedures and systems.
12. Processes reconciliations in WorkDay for PCards & TCards as per the information provided by DCIE staff members.
13. Processes invoices using university & DCIE internal procedures as per the information provided by DCIE staff members.
14. Process Ad Hoc Bank Transactions in WorkDay as per the information provided by DCIE Registrar.
15. Responds to various requests for information from students, other staff members, and program directors.
16. Resolves or identifies solutions to unique situations where each contact must be handled differently using judgment discretion.
17. Responsible for assisting in the day-to-day operations in a fast-paced environment.
18. Adheres to University and unit-level policies and procedures and safeguards University assets.
19. Completes special assignments as needed.


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:

A5