Administrative Assistant for the Office of Undergraduate Admission

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.

Administrative Assistant for the Office of Undergraduate Admission

At the University of Miami, our mission is to transform lives through education, research, innovation, and service. We are committed to fostering a culture of belonging where everyone at the University feels valued and has the opportunity to add value. We intentionally shape our culture by adhering to a set of shared values and behaviors, service standards, and leadership expectations.


Our core values of diversity, integrity, responsibility, excellence, compassion, creativity, and teamwork provide the foundation for all of our behaviors.


Our service standards of safety, caring, responsiveness, and professionalism provide guidelines for how we treat one another and those we serve.


Our leadership expectations to build trust, be visionary, be inspirational, serve others, develop people, be courageous, be decisive, and demonstrate business acumen provide behavioral expectations for those who serve as University leaders.

About the role:

Under limited supervision, the Administrative Assistant supports the Office of Undergraduate Admission in the department's work regarding institutional compliance with the U.S. Department of Homeland Security. The work involves confidentiality, analysis of complex information to determine correct answers, independent decision-making and exercise of initiative, and discreet judgment in dealing with complex problems in a specialty area. This role also involves familiarity with immigration regulations, forms, procedures, complex materials intake and processing, and data management. The Administrative Assistant is a Designated School Official (DSO) for the F-1 visa student program.

Core Job Functions:

  • Evaluates immigration documents for the Form I-20 issuance process for new students while ensuring compliance with federal regulations and reporting requirements.
  • Completes deadline-driven assignments requiring the collection of data and enters data into electronic databases, such as ISSM, which interfaces with the U.S Department of Homeland Security's (DHS) and U.S. Department of State's Student and Exchange Visitor Information System (SEVIS), the U.S. government's electronic database and tracking system for international students and dependents in F status.
  • Performs clerical and administrative support functions, which include Word processing to produce and edit documents and reports, operating electronic mail and databases, maintaining confidential information, entering data, and maintaining departmental records and shared files. In addition, they will be updating forms, departmental contact information, materials, and ISSM templates to prepare for the Form I-20 issuance cycle.
  • Acts as a resource to provide information for international students and administrative staff by responding to a wide range of complex telephone and e-mail inquiries presented by international students, families, and other University of Miami departments.
  • Provides daily support to the Admission Manager with clerical duties and assignments.
  • Schedules meetings and takes detailed minutes as needed.
  • Processes reconciliations in WorkDay for Procurement Cards and Travel Cards, as well as invoices, according to the information provided by the Admission Manager.
  • Provide support during on-campus admission events (open houses, admitted student events, etc.)
  • Other duties as assigned by the Office of Undergraduate Admission.

Knowledge, Skills, and Attributes:

  • Knowledge and ability to use MS Suite (Word, Excel, PowerPoint) required.
  • Excellent organizational, time management, and customer service skills are required.
  • Ability to analyze complex facts, exercise initiative, and have discreet judgment when dealing with complex issues is required.
  • Ability to verify the data and enter it into databases with accuracy, attention to detail, and a reasonable rate of speed is required.
  • Ability to communicate, understand, and follow verbal and written Business English instructions is required.
  • Knowledge of U.S. Department of Homeland Security and U.S. Department of State documents and procedures related to F-1 immigration statuses is preferred.
  • Knowledge of ISSM, a web-based case management system that allows schools to interface with SEVIS electronically, is preferred.
  • Knowledge of the Family Educational Rights and Privacy Act (FERPA) policies and procedures is preferred.

Minimum qualifications:

  • High School diploma or equivalent. Bachelor's degree preferred.
  • One year of relevant work experience required. Three to five years of progressive-related experience is preferred.
  • Prior work experience in a university setting is preferred.
  • Any relevant education, certifications and/or work experience may be considered.



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:

A4

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