Administrative Assistant

2 months ago

Miami, United States Universidad Carlos Albizu Full time
Job DescriptionJob Description

Admin. Assistant – Undergrad. Psychology & MS Counseling Academic Programs
Albizu University

Miami Campus

Description:
Albizu University is seeking a qualified Administrative Assistant to support the Directors of the Undergraduate Psychology and MS in Counseling programs at our Miami Campus. The ideal candidate will have strong organizational skills, excellent communication abilities, and attention to detail.

Broad Functions:

This role ensures smooth operations within the academic departments, assisting with scheduling, faculty coordination, document creation, contract management, and document archiving.

Responsibilities:

  1. Assist Directors with program coordination, academic quality control, and day-to-day operations for faculty and students.
  2. Maintain Directors’ agendas and meeting schedules.
  3. Prepare and update session course schedules, ensuring faculty availability and schedule accuracy.
  4. Coordinate faculty and staff schedules to ensure departmental coverage.
  5. Manage classroom assignments for session courses and maintain the Master Classroom Schedule.
  6. Create and manage documents and contracts related to program activities and departmental needs.
  7. Order and monitor office supplies for the programs.
  8. Support outreach and recruitment efforts as needed.
  9. Assist with report preparation and document management for the programs.
  10. Maintain program office archives, ensuring confidentiality of sensitive information.
  11. Review and process student practicum hour logs for accuracy and completeness.
  12. Provide certification of practicum hours to the Registrar for inclusion in student transcripts.
  13. Maintain academic information for students, including handbooks and curriculum documents.
  14. Process financial requisitions and reimbursements, ensuring accuracy and compliance with institutional policies and procedures.
  15. Perform other duties as assigned.


Requirements:

  • Associate degree or a minimum of three years of relevant experience in administrative assistance.
  • Excellent interpersonal, verbal, and written communication skills.
  • Strong computer skills, including proficiency in MS Office (Word, Excel, PowerPoint).
  • Bilingual (English/Spanish) preferred.
  • Well-organized and able to handle multiple projects and priorities.
  • Must be able to work independently and comply with assigned responsibilities without constant supervision.

Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Albizu University complies with Federal and State equal employment opportunity laws; qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non-job-related disability, or any other protected group status.

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