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

Job Description:

Current Employees:

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The University of Miami School of Law has a great opportunity for a TEMPORARY Senior Administrative Assistant to work at the Coral Gables Campus.

Position Summary:

The Senior Administrative Assistant position provides high-level administrative support, exercises a high degree of resourcefulness, independent judgment and initiative, and the capacity to understand the Law School and its departments. The person hired will work with highly confidential student records and must treat those consistent with University requirements. This person needs the ability to multitask including complex tasks while meeting deadlines. This position requires excellent customer service skills and will include some front desk responsibilities. Must have superior telephone and interpersonal skills as well as excellent written communication skills for student correspondence. This is an in-person position. Consistent and punctual attendance is required.

Reporting Relationship:

This position will report to the Dean of Students and the Associate Dean for Lawyering Excellence and Bar Success.

Core Job Functions:

Supports department and/or department leadership with daily clerical tasks. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, and other presentation materials. 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. Plans meetings and takes detailed minutes, as needed. Answers phone calls, provides information to callers or connects callers to appropriate staff. Manages work-study students who work at front reception desk to ensure consistent and high level of customer service in the suite. Schedules appointments and updates calendars as needed Makes travel arrangements and reservations for department leadership and staff, as needed. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations. Greets and provides general support to visitors. Develops and maintains department filing system. Adheres to University and unit-level policies and procedures and safeguards University assets.

Primary Duties and Responsibilities:

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  Supports the Dean of Students. Schedules and screens appointments as necessary for students or visitors wishing to see the Dean of Students and other members of the Student Affairs team. Assembles grades and other relevant background materials on the students to ensure that the Dean of Students has the necessary information in advance of appointments. Prepares correspondence relating to personal and health issues requiring exam accommodations; leaves of absence and withdrawals; 1L work authorizations. Monitors student absence reports for needed follow-up or interventions. In semesters when the Dean of Students is teaching, additional class support may be needed. Manages the office email account and refers matters as necessary to the team.

  
  


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  Supports the Associate Dean for Lawyering Excellence and Bar Success. Provides administrative support to Associate Dean, including but not limited to working on confidential and sensitive student information (FERPA); maintaining lists of accommodated students and their documents needed. Schedules appointments as necessary for the students wishing to see the Associate Dean. May be called upon to provide additional teaching and class support.

  
  


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  Provides excellent customer service when greeting visitors and callers, including students, faculty and guests; capably handles inquires. This position also involves acting as a backup at the front desk greeting visitors, guests and directing callers and visitors to appropriate offices or individuals. Guests include students, faculty, staff, administrators and alumni. Answers the telephone, takes messages and answers general questions posed by students regarding academic matters and guests via the telephone, electronic mail and those that walk-in.

  
  


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  Manages the Office of Academic and Student Services Suite as needed with office supplies, and other coordination around phones, copiers and computers.

  
  


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  Provides support as needed for major Student Affairs activities, including Orientation, Wellness Week, Commencement, and Exam Periods (Fall, Spring, and Summer). In some cases, during these peak events after-hours work may be required.

  
  

Education/Work Experience Requirements:

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  High school diploma; bachelor's degree highly desired and three years work-related experience.

  
  

Knowledge, Skills, Abilities:

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  Must be proficient in Microsoft Office suite (WORD, EXCEL, POWERPOINT), Google Docs, Outlook, Internet Explorer.

  
  


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  Capacity to learn TWEN, Blackboard, SharePoint, Qualtrics, Workday, EMS, Canva and case management system for accommodated students, all that support efficiency of our Team operations.

  
  


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  Knowledge of routine office practices and procedures.

  
  


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  Ability to enter and verify information with accuracy and a reasonable rate of speed.

  
  


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  Ability to understand and follow oral and written instructions with attention to detail.

  
  


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  Skill in data entry and typing.

  
  


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  Will be expected to take Mental Health First Aid course within three months of hire.

  
  


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  Will be expected to be certified as a Notary for routine bar documents, within three months of hire.

  
  

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:Temporary - Charge Back (Fixed Term)
Pay Grade:A5 Apply Now