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.Transforming LivesThe University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value.
Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.REPORTING RELATIONSHIP: Reports to the Senior Executive Assistant to the Vice President for Student Affairs.GENERAL DESCRIPTION: Provides administrative support to the Office of the Vice President for Student Affairs through tasks and duties assigned by the Senior Executive Assistant to the Vice President for Student Affairs.
The Administrative Assistant also provides primary administrative support to the Assistant Vice President for Student Affairs & University Ombudsperson.
Hourly Rate range: $19-$21.PRIMARY DUTIES AND RESPONSIBILITIES:AdministrativeOpening/Closing of the Office: Shift: 8:30-5:00 p.m.
or 8:00-4:30 p.m./one hour for lunch.
Check voice mail, set alarm, lock all internal rooms, and make sure everything is turned off.Answer phones and greet incoming guests.Monitor and respond to office emails receivedMaintain appointment calendar for the Assistant Vice President and University Ombudsperson.
Schedule meetings with university personnel and/or students and parents.
Prepare documents, reports, and correspondence of a sensitive and confidential nature.Compose letters and memoranda, take minutes, type correspondence, recommendation letters, and reports.Maintain various office databases.Coordinate logistics for meetings and programs.
Organize and prepare materials in preparation for those meetings.Participate in the Student Affairs Ambassadors support staff committee.Carry out various responsibilities with minimal supervision and utilize independent judgment, when appropriate.Emergency Information Hotline.
Assist with crisis management by identifying resources for students and/or parents.
Help operate the Hotline during designated assigned times.
(This requires working before, during, or after the storm or emergency passes.)Assist with logistics of Commencement Ceremonies and work all ceremonies.
(This requires arriving early and staying late.)Assist with the Assistant Vice President’s class preparation in the fall.Assist with the Student Affairs Laurel Awards program in spring.Coordinate the VP Roundtable luncheons, send out invitations, order food, maintain invitation and distribution rosters, and handle RSVPs.Handle meeting logistics for Campus Climate and Troubleshooters.Student Government Legislation: Maintain and organize Student Government legislation files, coordinate deadlines, and prepare correspondence on behalf of the Senior Vice President.Assist Senior Executive Assistant in handling calendar, correspondence, conference planning, catering menus, contracts, and budgeting, etc.Emergency Assistance Fund: Assist parents and students in emergency situations by handling airlines, hotel, food, reimbursements, and various arrangements as necessary for each emergency.Maintain inventory of office supplies and order, as necessary.
Interact with Vendors.Coordinate travel arrangements and prepare travel reimbursements.Delegate office work to student assistants to help with projects.
Prepare college work-study students’ work schedules each semester.
Oversee and assist training new hires.Assume the responsibilities of other office staff members during their absence.Other duties as assigned.
Ombudsperson ProgramMaintain e-filing, Maxient system, and tracking on Excel Sheet.Assist and refer students and parents (ombuds cases) with problems/grievances to appropriate troubleshooters in academic and administrative units.
Coordinate communication with divisional staff, academic and administrative troubleshooters, appropriate University personnel and students, which includes the collection, maintenance and distribution of materials and reports.Retrieve confidential student records to compile ombuds case file.Assist in the preparation of Ombudsperson reports, brochure, and webpage updates.Assist with the scheduling and preparation of the SA Orientation Program.Handle the Bookstore Scholarship Program for students early in the fall and spring semesters.KNOWLEDGE, SKILLS, ABILITIES (KSA):Excellent oral and written communications skills.Very organized and detail-oriented.Excels in a fast paced environment.Computer Skills: Knowledge and familiarity with Microsoft Office.Typing: 60 WPM with 97% accuracy.Proper Phone Etiquette.EDUCATION REQUIREMENTS:Associates or Bachelor’s degree preferredWORK EXPERIENCE REQUIREMENTS:Three to five years of progressive related experience in an administrative office support role.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 timeEmployee Type:TemporaryPay Grade:c103