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Administrative Assistant

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University of Miami

Sep 18, 2024

  • Job
    Full-time
    Entry, Junior & Mid Level
  • People, HR & Administration
  • Coral Gables
  • Quick Apply

AI generated summary

  • You need a high school diploma, office experience, attention to detail, Microsoft Office skills, effective communication, initiative, and the ability to thrive in a fast-paced environment.
  • You will provide administrative support, greet visitors, manage schedules, assist with accommodations, coordinate exams, and respond to inquiries from students and parents.

Requirements

  • High School Diploma or equivalent
  • Clerical and administrative experience in an office setting
  • Detail-oriented
  • Proficiency in Microsoft Office including Word, Excel, Outlook and Adobe Acrobat
  • Capability to learn new software applications
  • Communicate effectively in oral and written form
  • Ability to take initiative and work independently at times
  • Comfortable working in a fast-paced environment
  • Provide excellent customer service

Responsibilities

  • The Administrative Assistant is responsible for providing administrative and clerical support to the Office of Disability Services, Tutoring, and Learning Support programs within the Camner Center.
  • The Camner Center opens at 8:30 am Monday thru Friday. The Administrative Assistant is responsible for opening the office, checking the email and phone messages and responding to routine questions and routing questions to the appropriate individuals when needed.
  • Greet visitors (students, prospective students, parents, faculty, and other administrators) and escort them to the appropriate person for assistance. Monitor the flow of students in the Camner Center by announcing visitors or informing appointment arrival.
  • Maintain office calendar and assists in making appointments within the Camner Center. Composes correspondence or selects standardized formats on behalf of the Camner Center.
  • Provide customer service to students, parents, faculty, and visitors of the university.
  • Participates in the hiring process for student workers. (Accepts applications, reviews resumes, participate in interviews)
  • Provide guidance to student employees to ensure proper completion of their duties.
  • Input purchase orders into Workday system.
  • All other duties as assigned by the Office Manager, Associate Director, or Director.
  • Review basic ODS policies, including documentation guidelines for requesting accommodations, with students and parents.
  • Monitor case files through our online system, Accommodate, and provide parents and students with updates regarding the file review process.
  • Assist students with questions regarding the online portal for submitting accommodations requests and scheduling exams.
  • Provide support to the Accommodations Specialist with notetaking and running weekly reports tracking student uploads.
  • Support the planning, coordination, and execution of final exams. ODS will open at 8am during final exams and is responsible for opening the office at 7:30am and preparing for final exams.
  • Assist students in scheduling appointments.
  • Monitor appointments each hour through Navigate.
  • Reconcile tutor/student no-shows in the system.
  • Respond to questions from students and parents regarding tutoring and how to book an appointment.
  • Support in coordinating final exam review sessions for students.
  • Assist students with scheduling a learning specialist appointment.
  • Answer general questions from students and parents about ILI and learning specialist programs.
  • Assist students in checking-in for appointments.
  • Provide information about academic workshops.

FAQs

What is the main responsibility of the Administrative Assistant at the University of Miami?

The main responsibility of the Administrative Assistant is to provide administrative and clerical support to the Office of Disability Services, Tutoring, and Learning Support programs within the Camner Center.

What are the typical working hours for this position?

The typical working hours for this position are Monday through Friday, opening the office at 8:30 am.

What qualifications are required for this role?

The qualifications required for this role include a high school diploma or equivalent and clerical and administrative experience in an office setting.

What skills are necessary to succeed in this position?

Necessary skills include being detail-oriented, proficiency in Microsoft Office, effective communication skills, the ability to work independently, and excellent customer service skills.

Who does the Administrative Assistant report to?

The Administrative Assistant reports directly to the Office Manager.

What type of customer service is expected in this role?

The Administrative Assistant is expected to provide excellent customer service to students, parents, faculty, and visitors of the university.

Are there opportunities for participating in the hiring process for student workers?

Yes, the Administrative Assistant participates in the hiring process for student workers by accepting applications, reviewing resumes, and participating in interviews.

How does the position contribute to the support of students with disabilities?

The position helps review basic Office of Disability Services policies with students and parents, monitors case files, assists with the online portal for accommodations requests, and supports exam planning.

Is there a need for proficiency in specific software for this role?

Yes, proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Adobe Acrobat, is required, as well as the capability to learn new software applications.

Is this a full-time position?

Yes, this is a full-time position.

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University of Miami

Education
Industry
5001-10,000
Employees
1925
Founded Year

Mission & Purpose

At UM you'll join a diverse and energized academic community. Engaged in more than 180 academic programs and majors, undergraduate & graduate students come from across the nation and around the world to pursue their passions and set a course for future success.