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