Sr. Administrative Assistant

4 months ago

Coral Gables, United States University of Miami Full time

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click 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 .

The Senior 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.

CORE JOB FUNCTIONS

1. Supports department and/or department leadership with daily clerical tasks.
2. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
3. Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
4. Plans meetings and takes detailed minutes, as needed.
5. Answers phone calls, provides information to callers or connects callers to appropriate staff.
6. Schedules appointments and updates calendars.
7. Makes travel arrangements and reservations for department leadership and staff, as needed.
8. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
9. Greets and provides general support to visitors.
10. Develops and maintains department filing system.
11. Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

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)

DEPARTMENT ADDENDUM

Department Specific Functions
1. Manage main reception area and serve as the welcoming presence of DCIE by greeting students, guests, and staff. Provide general information about DCIE programs and direct visitors appropriately. Provide excellent customer service. 
2. Coordinate guest parking via the pay by phone system as authorized by departments.
3. Manage DCIE main phone line, triage calls, take messages and transfer calls to appropriate department.
4. Respond to all customer inquiries in a polite and timely manner. 
5. DCIE point person for printer & facilities issues reported by DCIE Staff and faculty. 
6. Prepares, prints, mails/distributes all program certificates and transcripts as requested by the departments and ensures these requests have gone through the appropriate approval process. 
7. Prepare all checks/money orders received in the mail for deposit. Scan, archive and record checks/money orders in appropriate log. Take checks/money orders to cashiers. Scan and log deposit receipt.
8. Schedules appointments and updates calendars.
9. Responsible for calling students to notify them of balances due on their student accounts and recording the call or students’ response as per the student list provided by department and supervisor. Send follow-up emails to students regarding their balances and how they can make payments. 
10. Provides assistance and support to various department directors in all administrative aspects of the programs to ensure a positive experience and improve quality and value of the programs. 
11. Supports division registrar with quick admitting students using university procedures and systems. 
12. Processes reconciliations in WorkDay for PCards & TCards as per the information provided by DCIE staff members. 
13. Processes invoices using university & DCIE internal procedures as per the information provided by DCIE staff members.
14. Process Ad Hoc Bank Transactions in WorkDay as per the information provided by DCIE Registrar. 
15. Responds to various requests for information from students, other staff members, and program directors.
16. Resolves or identifies solutions to unique situations where each contact must be handled differently using judgment discretion.
17. Responsible for assisting in the day-to-day operations in a fast-paced environment.
18. Adheres to University and unit-level policies and procedures and safeguards University assets.
19. Completes special assignments as needed.
 



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 for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A5

  • Temporary Administrative Openings

    2 weeks ago

    Coral Gables, United States University of Miami Full time

    Temporary Administrative Openings The University of Miami has temporary administrative opportunities to work in the Coral Gables Campus. Temporary Administrative Openings: Customer Service Representative Office Assistant Date Entry Clerk Receptionist Administrative Assistant Sr. Administrative Assistant The minimum qualifications for these temporary...

  • Temporary Administrative Openings

    3 weeks ago

    Coral Gables, United States University of Miami Full time

    Temporary Administrative Openings The University of Miami has temporary administrative opportunities to work in the Coral Gables Campus. Temporary Administrative Openings: Customer Service Representative Office Assistant Date Entry Clerk Receptionist Administrative Assistant Sr. Administrative Assistant The minimum qualifications for these temporary...

  • Temporary Administrative Openings

    3 weeks ago

    Coral Gables, United States University of Miami Full time

    Temporary Administrative Openings The University of Miami has temporary administrative opportunities to work in the Coral Gables Campus. Temporary Administrative Openings: Customer Service Representative Office Assistant Date Entry Clerk Receptionist Administrative Assistant Sr. Administrative Assistant The minimum qualifications for these temporary...

  • Temporary Administrative Openings

    3 weeks ago

    Coral Gables, United States University of Miami Full time

    Temporary Administrative Openings The University of Miami has temporary administrative opportunities to work in the Coral Gables Campus. Temporary Administrative Openings: Customer Service Representative Office Assistant Date Entry Clerk Receptionist Administrative Assistant Sr. Administrative Assistant The minimum qualifications for these temporary...

  • Sr Project Architect

    3 months ago

    Coral Gables, United States HOK Full time

    HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a...

  • Administrative Assistant

    1 month ago

    coral gables, United States Carepoint Full time

    Administrative AssistantCompany: Carepoint LLCLocation: Miami, FloridaJob Type: Full-timeAbout Us: Carepoint LLC is a leading insurance agency serving individual brokers, agents, and agencies. Known for our commitment to excellence and personalized service, we have established ourselves as a trusted partner in the industry. We are seeking a highly organized...

  • Administrative Assistant

    2 months ago

    Coral Gables, United States Carepoint Full time

    Administrative AssistantCompany: Carepoint LLCLocation: Miami, FloridaJob Type: Full-timeAbout Us: Carepoint LLC is a leading insurance agency serving individual brokers, agents, and agencies. Known for our commitment to excellence and personalized service, we have established ourselves as a trusted partner in the industry. We are seeking a highly organized...

  • Administrative Assistant

    1 month ago

    coral gables, United States Ascendo Resources Full time

    Seeking an Administrative Assistant for a Financial Services Firm in Coral Gables! This person will be responsible for supporting various administrative and operational functions. The ideal candidate will have previous administrative experience and will support staff and serve as the first point of contact for visitors. Responsibilities:Oversee daily office...

  • Administrative Assistant

    1 month ago

    coral gables, United States Ascendo Resources Full time

    Seeking an Administrative Assistant for a Financial Services Firm in Coral Gables! This person will be responsible for supporting various administrative and operational functions. The ideal candidate will have previous administrative experience and will support staff and serve as the first point of contact for visitors. Responsibilities:Oversee daily office...

  • Administrative Assistant

    3 weeks ago

    Coral Gables, United States Ultimate Staffing Services Part time

    Job DescriptionJob DescriptionGENERAL SUMMARYUltimate Staffing is seeking a detail-oriented and proactive Administrative Assistant to support various day-to-day administrative tasks for our client located in the Coral Gables area.The ideal candidate must be organized, capable of multitasking, and proficient in handling multiple responsibilities including...

  • Sr. Clinic Assistant

    2 months ago

    Coral Gables, United States The University of Miami 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 University of Miami/UHealth Department of Physical Therapy is...

  • Sr. Clinic Assistant

    6 months ago

    Coral Gables, United States University of Miami Full time

    Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click 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 . The Department of Physical Therapy is currently seeking a temporary...

  • Sr. Project Manager

    1 month ago

    Coral Gables, United States HOK Full time

    We are currently seeking a Sr Project Manager with Aviation and Transportation experience to join our team.  As a Sr Project Manager, in partnership with the Sr Project Architect and Sr Project Designer, you are accountable for project financial performance and team communication. Manages multiple projects during all phases of a project until completion. ...

  • Senior Accounting Assistant

    4 weeks ago

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

    Job SummaryThe University of Miami seeks a highly skilled Sr. Accounting Assistant to support the assigned department(s) with fiscal duties, including budget preparation, account forecasting, and financial analysis. This position will also be responsible for the management and oversight of all grant administration within the assigned department(s).Key...

  • Sr. Contract Manager

    2 weeks ago

    Coral Gables, United States The University of Miami 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. Sr. Contract Manager The University of Miami has an exciting...

  • Administrative Assistant, Legal

    4 weeks ago

    Coral Gables, United States Bayview Asset Management Full time

    Job Description Overview Position Summary: Responsible for providing support to the Licensing and the Legal departments in a variety of functions specially related to the Company’s legal licensing business. Under the direction of the Licensing Supervisor, resolves licensing and corporate filings issues. Essential Duties and...

  • Residential Loan Originator Administrative Assistant

    4 weeks ago

    Coral Gables, Florida, United States Bradesco Bank Full time

    Job Summary:We are seeking a highly skilled Residential Loan Originator Administrative Assistant to join our team at Bradesco Bank. As a key member of our mortgage lending team, you will play a critical role in supporting the assigned MLO by assisting with the completion of residential loan applications and entering data into our LOS system.Key...

  • Residential Loan Originator Administrative Assistant

    2 months ago

    coral gables, United States Bradesco Bank Full time

    Only candidates with U.S. Work Authorization will be considered.Primary Responsibilities:The Residential Loan Originator Administrative Assistant (RLOAA) will assist the assigned MLO (mortgage loan officer) by assisting with the completing the residential loan application and enters all the data into the residential LOS system and issues all the required...

  • Residential Loan Originator Administrative Assistant

    1 month ago

    Coral Gables, United States Bradesco Bank Full time

    Only candidates with U.S. Work Authorization will be considered.Primary Responsibilities:The Residential Loan Originator Administrative Assistant (RLOAA) will assist the assigned MLO (mortgage loan officer) by assisting with the completing the residential loan application and enters all the data into the residential LOS system and issues all the required...

  • Residential Loan Originator Administrative Assistant

    2 months ago

    Coral Gables, United States Bradesco Bank Full time

    Only candidates with U.S. Work Authorization will be considered.Primary Responsibilities:The Residential Loan Originator Administrative Assistant (RLOAA) will assist the assigned MLO (mortgage loan officer) by assisting with the completing the residential loan application and enters all the data into the residential LOS system and issues all the required...