Administrative Assistant

umiami; Coral Gables (FL); On-site; USD 21,000 - 28,000; Full time

Job summary

The University of Miami is seeking an Administrative Assistant to provide clerical and office support for the assigned department, ensuring efficient operations and professional interactions with staff and visitors.

Responsibilities include supporting daily tasks, preparing reports and budgets, scheduling meetings, arranging travel, taking minutes, and maintaining filing systems, while adhering to university policies and safeguarding assets.

Qualifications

• Education: High School Diploma or equivalent/relevant experience, certification or license
• Experience: Minimum 1 year of relevant experience required
• Certification and Licensing: Refer to department description for applicable certification requirements

Responsibilities

• Supports department and/or department leadership with daily clerical tasks.
• Prepares basic reports, charts, budgets, and other presentation materials.
• Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
• Plans meetings and takes detailed minutes, as needed.
• Answers phone calls, provides information to callers, or connects callers to appropriate staff.
• Schedules appointments and updates calendars.
• Makes travel arrangements and reservations for department leadership and staff, as needed.
• Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.
• Greets and provides general support to visitors.
• Develops and maintains department filing system.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

Skills

Learning Agility

Teamwork

Technical Proficiency

Communication

Education

High School Diploma or equivalent

Tools

Office software

Job description

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida.

With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally.

We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

CORE JOB SUMMARY

The 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. Prepares basic reports, charts, budgets, and other presentation materials.
3. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.
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/relevant experience, certification or license

Experience:Minimum 1 year of relevant experience required

Certification and Licensing:Refer to department description for applicable certification requirements

Knowledge, Skills and Abilities

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job.

Job Status: Full time

Employee Type: Temporary