Administrative Assistant

University of Miami; Coral Gables, Northern (FL, KY); Hybrid; USD 25,000 - 29,000; Full time

Job summary

University of Miami seeks an Administrative Assistant for the Office of Multicultural Student Affairs in Coral Gables. This on-site role manages office budgets, student accounts, and daily operations, supporting staff and students with a professional, responsive service approach.

The position requires strong communication, organizational skills, and experience with Microsoft Office; Workday and Qualtrics familiarity is a plus. HS diploma is required, higher education experience preferred.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of two years full-time experience; higher education experience preferred.
• Experience with Microsoft Office Suite; familiarity with Workday and Qualtrics.

Responsibilities

• Monitor expenditures and reconcile monthly financial reports; maintain four departmental budgets totaling $320,000 and 25 student organization accounts totaling $40,000.
• Handle daily office operations; assist students, guests, faculty, and staff with inquiries and information.
• Hire, supervise, and train 7–10 student assistants; manage Workday schedules and perform annual evaluations.

Skills

Oral and written communication

Teamwork

Customer service

Budget management

Education

High school diploma or equivalent

Associate/Bachelor degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Workday

Qualtrics

Job description

## Administrative AssistantApply: On-Site: Coral Gables, FL: Full time: Posted Today: R100101075**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, please review this tip sheet.The Office of Multicultural Student Affairs (MSA) coordinates services and programs that challenge, motivate, and support all students in their personal, academic, and leadership development at the University of Miami. Westrive to create opportunities that encourage dialogue, understanding, and respect among the campus community. Through initiatives that explore community, and shared human experiences, MSA works to foster awelcoming environment where students feel supported, heard, and empowered to succeed and contribute to a vibrant university life. The office serves as an integral role in fostering a culture of belonging alongside campus partners within the Student Life staff team and within the greater Division of Student Affairs.The Administrative Assistant of Multicultural Student Affairs serves as the office manager for the Office of Multicultural Student Affairs. Responsibilities include handling multiple tasks and assignments, maintaining and ensuring accuracy of office budgets and student organization accounts. This role will also be responsible for hiring, supervising, training, and evaluating student assistants, providing general staff support services and assist in completing departmental initiatives. The Administrative Assistant will report to the Director of Multicultural Student Affairs. The department serves as an integral part of the Division of Student Affairs and Student Life and works closely with the William R. Butler Center for Volunteer Service and Leadership Development, Department of Orientation and Commuter Student Involvement, Student Activities and Student Organizations, and the LGBTQ Student Center.Hourly Rate Range is $18.50-$21.00 commensurate with experience.## Primary Duties and Responsibilities:* Monitor expenditures, reconcile monthly financial reports, and maintain four departmental budgets totaling $320,000 and 25 student organization accounts totaling $40,000.* Work with appropriate persons/departments to resolve problems, process all documents related to purchasing, interdepartmental requisitions, check requisitions, business expense reimbursements, department invoices, and performance contracts.* Handle the daily operations of the office such as assisting students, guests, faculty, and staff with customer service issues and information.* Provide as needed administrative support for professional staff, including 1 directorand 1 assistant director.* Maintain office records, files, correspondence, and answering of office telephone and email.* Hire, supervise, and train 7-10 student assistants for the office.* Prepare work schedules, monitor, and approve student hours using Workday, supervise daily assigned tasks, and complete annual performance evaluations for each student employee.* Assist in coordinating departmental signature and reoccurring programs.* Support Student Life initiatives as needed.* Additional duties as assigned.## Knowledge, Skills, and Abilities:* Ability to be productive in a fast-paced, multi-dimensional work environment.* Excellent oral and written communication skills.* Demonstrated ability to thrive within a team structure.* Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).* Experience with budget management.* Experience using Workday and/or similar enterprise management tools.* Familiarity with Qualtrics or similar survey assessment tools.* Experience working with students and student organizations from diverse backgrounds.* Demonstrated ability to build and maintain relationships with a diverse set of campus partners.## Education & Work Experience Requirements (Essential Requirements):* High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.* Minimum of two (2) years full-time experience; experience in a higher education environment strongly preferred.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.**Job Status:**Full time**Employee Type:**Staff