Administrative Assistant at University of Miami in Coral Gables, Florida

Job Description:

Current Employees:



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The University of Miami's Frost School of Music is a dynamic and innovative school looking for an Administrative Assistant to provide general office and clerical support for the Dean's Office and office leaders. The position reports to the Dean's Senior Executive Administrator.



Duties & Responsibilities:

• Greets and provides general support to visitors.


• Responds to routine inquiries from external or internal sources with standard correspondence or other messaging.


• Answers phone calls, provides information to callers, or connects callers to appropriate staff.


• Manage office appearance and order supplies and other materials as needed.


• Provides set-up and technical support for meetings in the conference room.


• Manages incoming and outgoing mail and packages.


• Process Workday financial system transactions including supplier creation, requisitions, invoices, PO's, expense reimbursements, purchasing card reconciliation, deposits, and Ad hoc cash transactions.


• Assist in the hiring process for student employees including the I-9 verification.


• Provide administrative support for the Frost Gig Book, including responding to Gig Book requests, identifying students for the gigs, and processing student payments as required.


• Serve as liaison to ensure parking accommodations for visitors as needed.


• Submit work orders for UM's Telecom, IT, and Facilities services.


• Composes correspondence both internally & externally.


• Develops and maintains department filing system.


• Schedules appointments and updates calendars.


• Provide event support to Senior Executive Administrator including contacting venues for quotes, ordering food, and/or other supplies as needed.


• Plans meetings and takes detailed minutes, as needed.


• Assist in preparation of basic reports, charts, budgets, and other presentation and meeting materials as needed.


• Makes travel arrangements and reservations for department leadership and staff, as needed.


• Initiate action to resolve problems and handle various requests; elevate matters to the attention of the appropriate individual.


• Initiate appropriate follow-up/action when necessary.


• Handle confidential documents and maintain confidentiality.


• Occasional evening or weekend support may be required.


• Other duties as assigned.

Knowledge, Skills & Abilities:

• General knowledge of office practices and procedures.


• Knowledge of ERP systems like Workday or PeopleSoft, data entry, processing, and office equipment.


• Ability to enter and verify information with accuracy.


• Ability to utilize multiple software packages including, but not limited to: Word, Excel, and Internet-based computerized systems.

Experience & Education:

• High school diploma.


• One year of relevant experience; two years of relevant experience preferred.


• Any relevant education, certifications and/or work experience may be considered.

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 Apply Now