Administrative Assistant - School of Law

University of Miami•Coral Gables, FL

2d•Onsite

About The Position

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. The Administrative Assistant schedules appointments, prepares and proofreads documents, and assists with faculty and student needs. The Incumbent manages office supplies, coordinates events, and supports various academic programs. This role supports Dean’s Suite operations including several full-time Associate Deans of the School of Law; This role requires exercising a high degree of resourcefulness, independent judgment, initiative and professional knowledge of the Law School and its departments; working with highly confidential materials. Receive guests to the Dean’s Suite, answer phones, student questions, relaying faculty and student communications verbally or via email, and setting appointments for Associate Deans when necessary. Collaborate with the Dean’s Suite team of support staff to provide unified executive level support to School leadership, faculty, students and guests of the School of Law.

Requirements

Excellent customer service skills (written and verbal).
Must have PROFICIENT/ADVANCED experience in WORD
Knowledge of Excel, PowerPoint, Outlook, Internet Explorer.
Ability to multi-task and prioritize projects.
Working in a high-paced environment.
Ability to utilize computerized information systems.
Ability to enter and verify information with accuracy and a reasonable rate of speed.
Must be highly detailed oriented
Customer service oriented

Responsibilities

Supports department and leadership with daily clerical tasks.
Prepares reports, charts, budgets, and presentation materials.
Responds to routine inquiries with standard correspondence.
Plans meetings and takes detailed minutes.
Answers phone calls, provides information, or connects callers to appropriate staff.
Schedules appointments and updates calendars.
Composes and types correspondence, creates spreadsheets and presentations.
Greets and provides general support to visitors.
Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues.
Develops and maintains an organized filing system for the department, ensuring confidentiality.
Provides reception services, schedules meetings, and travel.
Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents.
Assists faculty by answering questions, locating information and materials, and assisting in test preparation.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Provides day-to-day problem solving on a discretionary basis as necessary.
Displays excellent customer service skills when greeting and handling inquiries from Dean’s guests and visitors to the School, faculty, prospective and current students, alumni, etc.
Processes reimbursements and other forms of payment disbursements electronically through the University’s system.
Manages Associate Deans’ calendars and approves/declines meeting requests on behalf of the Associate Dean to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for the Associate Dean to include the rescheduling and/or cancellation of other high-level meetings.
Collaborates and consistently communicates with faculty associate deans’ faculty assistants to ensure coordination of the associate deans’ calendars and responsibilities.
Manages Associate Deans’ travel arrangements and budget.
Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the Associate Deans.
Ensures Associate Deans are prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
Other administrative duties as assigned.