Administrative Support Specialist

4 weeks ago

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

At Universidad Carlos Albizu, we are seeking a highly skilled Administrative Assistant to provide essential support to our departments.

This role offers an opportunity to work in a dynamic academic environment that values collaboration and support.

  • Provide administrative support to departmental leadership, including calendar management, meeting scheduling, and correspondence handling.
  • Prepare and maintain documents, reports, and files related to departmental processes.
  • Create and manage requisitions for office supplies and departmental needs.
  • Answer phone calls, respond to inquiries, and address concerns from students, parents, faculty, and staff.
  • Assist with the receipt, review, and processing of requests and supporting documents.
  • Coordinate communication with students and stakeholders, ensuring timely updates on request status.
  • Maintain accurate records of inquiries, responses, and related documentation.
  • Enter and update data in relevant databases and systems.
  • Generate and distribute reports related to departmental metrics and engagement.
  • Assist in organizing and coordinating events, workshops, and information sessions.
  • Prepare materials and documentation for meetings and events.
  • Provide excellent customer service by addressing inquiries and resolving issues related to university services.
  • Facilitate communication between departments and stakeholders to ensure a positive experience.
  • Ensure compliance with institutional policies and procedures.
  • Assist with the preparation and submission of reports required for internal and external audits.
  • Coordinate and support departmental meetings, including agenda preparation and meeting minutes.
  • Assist with special projects and other tasks as assigned by departmental leadership.
  • Stay updated on administrative best practices to provide informed support.

Requirements:

  • Bachelor's Degree in Business Administration, Office Management, or a related field preferred; Associate's Degree or High School Diploma (or equivalent) required.
  • 1-3 years of administrative or clerical experience, preferably in an educational environment.
  • Proficient with Microsoft Office Suite and experience with relevant software systems.
  • Strong organizational and time management skills with the ability to handle multiple tasks and prioritize effectively.
  • Excellent verbal and written communication skills, with a professional demeanor.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Customer service-oriented with a friendly and approachable attitude.
  • Ability to work independently as well as part of a team.
  • Problem-solving skills to address and resolve administrative issues.
  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
  • Ability to travel to various university events and navigate to all areas of the campus.

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.

Universidad Carlos Albizu 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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