Administrative Assistant, Orientation and Commuter Student Involvement

University of Miami; Coral Gables (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

The University of Miami in Coral Gables, FL is seeking an Administrative Assistant to support the Orientation and Commuter Student Involvement (OCSI) team. You will be the primary contact for students and staff, manage calendars, and ensure smooth operations across office functions.

Responsibilities include budgeting, purchasing, and payroll for student workers, along with coordinating events and projects. Strong MS Office skills and exceptional communication are essential in this role.

Qualifications

• Knowledge of MS Office (Word, Excel, PowerPoint).
• Knowledge of routine office practices and procedures.
• Knowledge of simple data processing and transmission principles.
• Ability to utilize computerized information systems.
• Ability to enter and verify information with accuracy and a reasonable rate of speed.
• Ability to understand and follow oral and written instructions.
• Excellent customer service and communication skills.

Responsibilities

• Oversee daily departmental operations, including space management and supply inventory.
• Serve as the primary contact for inquiries, providing customer service to students, families, faculty, and staff.
• Manage departmental email accounts and correspondence, ensuring timely responses and follow-up.
• Maintain office records and manage departmental technology.
• Monitor budgets, revenue, and expenditures; prepare monthly financial reports.
• Reconcile receipts and manage purchasing, travel, and reimbursements.
• Coordinate with Purchasing, Accounts Payable, and Disbursements to ensure proper processing of goods and services.
• Support fundraising and sponsor/donor activities under the Senior Director's guidance.
• Manage departmental financials using Workday Finance.
• Supervise and train up to five Student Assistants.
• Oversee hiring, onboarding, scheduling, and payroll for student employees in collaboration with the Senior and Associate Directors.
• Manage personnel processes through Workday Human Resources.
• Coordinate departmental projects and events, including orientation, commuter and transfer programs, Family Weekend, and resource fairs.
• Organize sponsor/vendor fairs and fulfill sponsorship benefits.
• Contribute to strategic planning and collaborative partnerships.
• Track event effectiveness and assist with report preparation.
• Provide calendar scheduling support for department leadership.

Job description

The Administrative Assistant is an essential member of the Student Life team and has direct reporting responsibility to the Director of Orientation and Commuter Student Involvement. The mission of the Department of Orientation and Commuter Student Involvement (OCSI) is to support new students and families through their transition to the University of Miami. OCSI facilitates programs and resources to successfully and holistically acclimate all new undergraduate students to the academic and social fabric of the institution. The overarching areas specifically include New Student Orientation, Commuter and Transfer Student Involvement, First-Year Experience, and Family Programs.

The department serves as an integral part of the Division of Student Affairs and Alumni Engagement and works closely with the Student Center Complex, William R. Butler Center for Volunteer Service and Leadership Development, Department of Student Activities and Student Organizations, LGBTQ Student Center, and Multicultural Student Affairs.

PRIMARY DUTIES AND RESPONSIBILITIES

Office Management

• Oversee daily departmental operations, including space management and supply inventory.
• Serve as the primary contact for inquiries, providing customer service to students, families, faculty, and staff.
• Manage departmental email accounts and correspondence, ensuring timely responses and follow-up.
• Maintain office records and manage departmental technology.

Fiscal Management

• Monitor budgets, revenue, and expenditures; prepare monthly financial reports.
• Reconcile receipts and manage purchasing, travel, and reimbursements.
• Coordinate with Purchasing, Accounts Payable, and Disbursements to ensure proper processing of goods and services.
• Support fundraising and sponsor/donor activities under the Senior Director's guidance.
• Manage departmental financials using Workday Finance.

Student Employee Management

• Supervise and train up to five Student Assistants.
• Oversee hiring, onboarding, scheduling, and payroll for student employees in collaboration with the Senior and Associate Directors.
• Manage personnel processes through Workday Human Resources.

Project Management

• Coordinate departmental projects and events, including orientation, commuter and transfer programs, Family Weekend, and resource fairs.
• Organize sponsor/vendor fairs and fulfill sponsorship benefits.
• Contribute to strategic planning and collaborative partnerships.
• Track event effectiveness and assist with report preparation.
• Provide calendar scheduling support for department leadership.
• Perform additional duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES (KSA)

• Knowledge of MS Office (Word, Excel, PowerPoint)
• Knowledge of routine office practices and procedures.
• Knowledge of simple data processing and transmission principles.
• Ability to utilize computerized information systems.
• Ability to enter and verify information with accuracy and a reasonable rate of speed.
• Ability to understand and follow oral and written instructions.
• Excellent customer service and communication skills.

EDUCATION REQUIREMENTS

High school diploma or equivalent required; Associate or Bachelor's degree preferred.

WORK EXPERIENCE REQUIREMENTS

• Three to five years of progressive related experience in an office environment. Experience in a higher education setting is highly desirable.
• Direct experience with managing and reconciling budgets.
• Possess computer-based technology skills with data management systems, word processing, and financial programs.
• Demonstrated organizational skills in managing multiple priorities. Strong written and verbal communication, interpersonal and customer service skills.

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.

Job Status: Full time

Employee Type: Staff