Administrative Assistant at University of Miami in Coral Gables, Florida

Job Description:

Current Employees:



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The Department of Art and Art History has an exciting opportunity for a full time Administrative Assistant to work at the Coral Gables campus. 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.



Department Specific Functions

• Assist with department undergraduate student activities. Assists with preparation of recruitment materials, coordinates mailings.


• Work closely with the office of admissions and department faculty recruitment coordinator to track student applications, acceptances and rejections, verifications and enrollments. Ensure appropriate mailings are sent to admitted students.


• Assist with preparation of department course schedules, enrollment management and registration and room assignments.


• Process change of grade forms.


• Assist with departmental graduation, preparation of diplomas for student awards and special events on ad hoc basis as assigned.


• Coordinate book orders.


• Under the direction of the fiscal manager, assist in the preparation of requisitions, work orders, check requisitions, etc. for the department.


• Responsible for accuracy, timeliness, and compliance with departmental, college and university policies and procedures. Follow-up on problems, incorrect charges, etc


• Responsible for office supplies, places orders, keeps inventory, prepares reports for review by supervisor.


• Deposits checks/cash.Departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained, i.e., office equipment and building keys, collecting and returning key deposits and lock-up of the facilities. Identifies problems and initiates follow-up/action when necessary.


• Assist the Theatre Academy Director with the Summer Theatre Academy including:


• routine correspondences and coordinate mailings, receive and process applications and registrations, input data,


• Other duties as assigned.

Minimum Qualifications




Education:



High school diploma or equivalent



Experience:



Minimum 1 year of relevant experience. Any relevant education, certifications and/or work experience may be considered.



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).

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:

H4 Apply Now