Administrative Assistant

3 weeks ago

Miami, Florida, United States UOMUOMUS Full time
Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

The Department of Art and Art History has an exciting opportunity for a full time Administrative Assistant to work at the Coral Gables campus. The 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.

Department Specific Functions

  • Assist with department undergraduate student activities. Assists with preparation of recruitment materials, coordinates mailings.
  • Work closely with the office of admissions and department faculty recruitment coordinator to track student applications, acceptances and rejections, verifications and enrollments. Ensure appropriate mailings are sent to admitted students.
  • Assist with preparation of department course schedules, enrollment management and registration and room assignments.
  • Process change of grade forms.
  • Assist with departmental graduation, preparation of diplomas for student awards and special events on ad hoc basis as assigned.
  • Coordinate book orders.
  • Under the direction of the fiscal manager, assist in the preparation of requisitions, work orders, check requisitions, etc. for the department.
  • Responsible for accuracy, timeliness, and compliance with departmental, college and university policies and procedures. Follow-up on problems, incorrect charges, etc
  • Responsible for office supplies, places orders, keeps inventory, prepares reports for review by supervisor.
  • Deposits checks/cash.Departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained, i.e., office equipment and building keys, collecting and returning key deposits and lock-up of the facilities. Identifies problems and initiates follow-up/action when necessary.
  • Assist the Theatre Academy Director with the Summer Theatre Academy including:
  • routine correspondences and coordinate mailings, receive and process applications and registrations, input data,
  • Other duties as assigned.

Minimum Qualifications

Education:

High school diploma or equivalent

Experience:

Minimum 1 year of relevant experience. Any relevant education, certifications and/or work experience may be considered.

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).



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:

H4

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