Administrative Assistant

CARLOS ALBIZU UNIVERSITY • Doral, FL

3d • Onsite

About The Position

The Administrative Assistant position within the Student Affairs department will provide essential administrative support to ensure the smooth functioning of the department and contribute to a dynamic, student-centered environment. This position supports both the Student Affairs and Administrative operations of the campus, assisting leadership in coordinating departmental functions, events, and compliance-related processes. It offers the opportunity to engage with faculty, staff, and students while contributing to the delivery of high-quality student services.

Requirements

• Associate degree or High School Diploma (or equivalent) required.
• 1–3 years of administrative or clerical experience, preferably in an educational environment.
• Proficient with Microsoft Office Suite and experience with relevant software systems.
• Strong organizational and time management skills with the ability to handle multiple tasks and prioritize effectively.
• Excellent verbal and written communication skills, with a professional demeanor.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Customer service-oriented with a friendly and approachable attitude.
• Ability to work independently as well as part of a team.
• Problem-solving skills to address and resolve administrative issues.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to travel to various university events and navigate to all areas of the campus.

Nice To Haves

• Bachelor’s degree in business administration, Office Management, or a related field preferred.

Responsibilities

• Provide comprehensive administrative support to departmental and administrative leadership, including managing calendars, scheduling meetings, and handling correspondence.
• Prepare and maintain documents, reports, and files related to various departmental and administrative processes.
• Create and manage requisitions for office supplies and departmental needs.
• Answer phone calls, respond to emails, and address inquiries from students, parents, faculty, and staff.
• Assist with the receipt, review, and processing of requests and supporting documents.
• Coordinate communication with students and stakeholders, ensuring timely updates on the status of their requests and concerns.
• Maintain accurate records of inquiries, responses, and related documentation.
• Enter and update data in relevant databases and systems.
• Generate and distribute reports related to departmental metrics and engagement.
• Assist in organizing and coordinating campus events, workshops, and information sessions.
• Prepare materials and documentation for meetings and events.
• Provide excellent customer service by addressing inquiries and resolving issues related to university services.
• Facilitate communication with other departments to ensure positive student and administrative experience.
• Support both Student Affairs and Administrative functions to ensure alignment with institutional priorities.
• Ensure compliance with institutional policies and procedures.
• Assist with the preparation and submission of reports required for internal and external audits.
• Coordinate and support departmental and administrative meetings, including preparation of agendas and meeting minutes.
• Assist with special projects and other tasks as assigned by campus leadership.
• Stay updated on the best administrative practices to provide informed and efficient support.

Benefits

• Medical Insurance: participation in the group medical plan; with institutional contribution to insurance premium.
• Retirement Plan: Employer contribution of 5% of annual base salary.
• Life Insurance: Coverage equal to two (2) times the annual base salary; Optional supplemental coverage available.
• Short- and long-term disability insurance.
• Tuition discount for employees and family members.
• Faculty professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED