Sr. Administrative Assistant

University of Miami•Miami, FL

3d•Onsite

About The Position

The Department of Office of Graduate Studies has an exciting opportunity for a full-time Senior Administrative Assistant to work on-site at the Rosenstiel Med Science Building in Miami, FL. The Senior 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.

Requirements

High school diploma or equivalent
Minimum 3 years of relevant experience
Attention to details
Experience using Microsoft Office suite
Experience managing multiple competing tasks and priorities
Positive attitude
Experience working with a diverse clientele
General knowledge of office procedures and operations
Ability to accurately prepare and maintain records, files, reports and correspondence
Ability to communicate effectively in both oral and written form
Ability to maintain effective interpersonal relationships
Ability to process and handle confidential information with discretion
Skill in completing assignments accurately and with attention to detail
Proficiency in computer software (i.e., Microsoft Office)

Nice To Haves

Prior experience working in an academic setting is desirable
bachelor’s degree preferred

Responsibilities

Supports department and/or department leadership with daily clerical tasks.
Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.
Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
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.
Provide administrative support to the MSOM Associate Dean of Graduate including maintaining confidential records, performing ad-hoc projects and assignments, preparing office spaces for meetings, scheduling appointments, and drafting important correspondence and documents.
Takes detailed minutes for a variety of meetings including the Graduate Program Director Council, Executive Committee for Graduate Education, and Office of Graduate Studies Team meetings.
Develops and maintains the departmental office supplies, office signage, and office files.
Greets and provides general support to visitors; Responds to inquiries made to the departmental email address; answers calls and provides useful information to callers and visitors.
Handles a variety of financial-related tasks such as reconciling p-card transactions, requesting and processing purchase orders, ordering food for events, and processing travel reimbursements.
Provides administrative support when needed and as directed to other Graduate Studies staff.
Supports Master of Science in Biomedical Sciences and Program in Biomedical Sciences projects as needed throughout the year, including program communications, meeting coordination, data collection, document preparation, event logistics, and other administrative support for program operations and annual priorities.
Adheres to University and unit-level policies and procedures and safeguards University assets.