Administrative Support Specialist

2 weeks ago

Coral Gables, Florida, United States University of Miami Full time
Job Summary

The Senior Administrative Assistant is a key member of the departmental team, providing administrative support to ensure the efficient operation of the office. This role involves a variety of clerical functions, including data collection, report preparation, and correspondence.

Key Responsibilities
  1. Support departmental leadership with daily clerical tasks, including data collection and report preparation.
  2. Analyze complex and confidential data to prepare reports, charts, and budgets.
  3. Respond to non-routine inquiries from external or internal sources, providing correspondence or messaging on behalf of departmental leadership.
  4. Plan meetings and take detailed minutes as needed.
  5. Answer phone calls, provide information to callers, or connect callers to appropriate staff.
  6. Schedule appointments and update calendars.
  7. Make travel arrangements and reservations for departmental leadership and staff as needed.
  8. Compose and type correspondence, including informative materials, and create spreadsheets and presentations.
  9. Greet and provide general support to visitors.
  10. Develop and maintain departmental filing systems.
  11. Adhere to University and unit-level policies and procedures, and safeguard University assets.
Requirements
  • Education: High school diploma or equivalent.
  • Certification and Licensing: Not Applicable.
  • Experience: Minimum 3 years of relevant experience.
  • 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).
Departmental Addendum

The Senior Administrative Assistant will also be responsible for managing the main reception area, serving as the welcoming presence of the department, and providing general information about departmental programs and directing visitors appropriately. Additionally, this role will involve coordinating guest parking, managing the departmental phone line, and responding to customer inquiries in a polite and timely manner.

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.

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