Administrative Assistant

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CORE JOB SUMMARY                                                                                                                                    

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.  

CORE JOB FUNCTIONS                                                                                                           

Supports department and/or department leadership with daily clerical tasks. Prepares basic reports, charts, budgets and other presentation materials. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging. 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.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

High school diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

• 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).

DEPARTMENT ADDENDUM

Department Specific Functions

This position is primarily responsible for providing staff support to the graduate program and faculty in the department. Will work under the direction of the Department Manager and/or Director of Graduate Studies to ensure compliance with the university, college and departmental policies and procedures. Responds to routine inquiries/needs or directs to appropriate individual within the department. The work described below can span across multiple academic departments within the college.

MLL Graduate Program: Under the direction of the Director of Graduate Studies, provide support for graduate student recruitment and admissions program.

• Maintain on-line and departmental databases regarding applicants. Coordinate the compilation of student files and review by appropriate offices (departmental committees, International Admissions, Dean's office, graduate school, etc.). Notify applicants of decisions.
• Assist graduate students with academic issues such as admissions, registration, add/drops, etc.
• Assist in preparation of materials and administration for the MA and Ph.D. applications for candidacy and graduation.
• Coordinate with International Admissions office to ensure international students have all necessary documentation (transcripts, degrees, Visa, etc).
• Prepares and ensures payment of salary, stipend or scholarship to all graduate students as directed by adviser, principal investigator, or Director.
• Monitor and assist with all pre- and post-travel requests and proper processing of purchase orders, IDRs, reimbursements, check requisitions, travel advances and other financial requests related to the graduate program.
• Prepares pre- and post-travel of graduate students for approval and reimbursement.
• Tracks scholarship, fellowship, and award spending for approval by Department Manager and Award Committees.
• Oversee preparation of distribution of brochures and application materials.
• Manage supply of graduate recruitment brochures for Graduate School.
• Assist in promotional efforts, which can involve contacting other departments/universities and obtaining information on their graduate programs.

• Maintain departmental academic files and provide copy to graduate school on each individual graduate student.
• Assist in the preparation of materials and administration of breadth and qualifying exams.
• Copy and distribute exam responses to committee members.
• Assist in the scheduling of dissertation defenses and exam committee meetings.
• Conduct annual Graduate Faculty Awards Nominations.
• Schedule Graduate Reading Exam each semester and maintain file in conjunction with Associate Chairperson.
• Assist in production of the annual Graduate Student Handbook.
• Responsible for accuracy, timeliness, and compliance with departmental, college and university policies and procedures.

General Departments Additional Support:                                                                                                                           

• Main Office assistance, i.e., answer phones, answer routine questions, refer visitors to appropriate individual.
• Prepares and/or processes University requisitions including, but not limited to, expense reports, travel reimbursements, purchase orders, Marketplace Orders, IDRs, Physical Plant Work Orders, Material Managements forms requests and reimbursements.  Maintains inventory of clerical and hospitality supplies.
• Assists with outreach programs and communications with alumni and community stakeholders. 

The above statements are intended to describe the general nature and primary responsibilities of this job classification. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills & abilities required for a job. This a job profile description and not all duties may be assigned to a specific position each individual department.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. 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

Pay Grade:

A4