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 SEHD Office of Graduate Studies (OGS) to facilitate the efficient operations of the office. To provide excellent service and support to our graduate students and prospective applicants, the incumbent is required to perform all tasks on-campus, Monday through Friday from 830AM to 5:00PM when the university is open.



CORE JOB FUNCTIONS



Open OGS suite promptly at 8:30AM and close the office by 5:00PM Mon through Fri


Greets and provides general support to visitors


Delivers prompt, professional customer service by addressing inquiries, resolving issues, and ensuring a positive experience for all stakeholders (students, faculty, and staff)


Schedule and manage the Vice Dean's calendar Schedule and manage the Assistant Dean of Graduate Studies calendar


Schedule meetings for the Vice Dean and the Assistant Dean of Graduate Studies


Coordinate OGS events, including setting up and cleaning up the room, creating agendas, preparing handouts, sending invitations and reminders, collecting RSVPs, and ordering food for activities such as monthly program director meetings, student meet-and-greet sessions, and socials


Provide administrative assistance and support for faculty/staff office moves in the Max Orovitz building by coordinating with SEHD Business Office, facilities, ABM, telecom, and IT


Serve as liaison between Vice Dean, Assistant Dean of Graduate Studies, Faculty, Staff, Graduate Students, other UM departments, and outside communities


Download course faculty evaluations and upload them to their respective faculty, teaching assistants, and adjuncts folder in Box


Serves as liaison for the Max Orovitz building Schedule the Max Orovitz conference rooms and event calendars


Order general office supplies for Max Orovitz faculty and staff members


Order coffee supplies for Max Orovitz lounges


Process facilities related work orders for the Max Orovitz building


Reserve Max Orovitz parking for guests/visitors


Support daily logistics for faculty and staff members for Max Orovitz building


Work with Dean's Executive Assistant to post open OGS student employee job positions


Interview student employees, make hiring recommendations, and coordinate training


Manage OGS Shared Box folder


Assist with travel arrangements and Workday reimbursements for Vice Dean, Assistant Dean, and Sr. Program Manager


Process expense reimbursements for Vice Dean and Assistant Dean of Graduate Studies in Workday


Submit and track Purchase Orders (PO) requests in Workday, ensuring accuracy, resolving discrepancies, and confirming receipt of goods or services


Process GSA End of Term evaluations by distributing, collecting, and sending reminders to students and Program Directors


Distribute SAC evaluation rubrics to Dissertation Committee Chair and Members for graduate students who are defending their theses or dissertations, collect results for student files and graduation clearance purposes


Order and distribute desk plaques for doctoral students who successfully defended their dissertation Create/Revise SEHD graduate student forms, as needed


Distribute official OGS memos, letters and emails (i.e. probation/dismissal letters, graduate student assistantship letters, etc.) for on-line and on campus programs


Scan or "Instant Capture" correspondence to SEHD current and graduate program completers OnBase (electronic) file to ensure complete and accurate recording


Develops and maintains department electronic filing systems


Provide information to Faculty and Graduate Students on various UM Graduate School policies, requirements, and application processes.


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.




MINIMUM QUALIFICATIONS




Education:



High school diploma or equivalent



Experience:



Minimum 3 years of relevant experience. Any relevant education, certifications and/or work experience may be considered.



Knowledge, Skills and Attitudes:

• Ability to work independently.


• Ability to work collaboratively in a group setting.


• Ability to communicate effectively in both oral and written form.


• Ability to maintain effective interpersonal relationships.


• Ability to manage a budget and work within the constraints of that budget.


• Ability to effectively plan, delegate work to student employees.


• Ability to process and handle confidential information with discretion.


• Proficiency in computer software (i.e. Microsoft Office).

DEPARTMENT ADDENDUM




Department Specific Functions



Attend SEHD Administrative Pool meetings


Attend SEHD Graduate Reception Committee


Attend UM Commencement School Coordinator meetings


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 Apply Now