Administrative Assistant

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

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.  The Administrative Assistant schedules appointments, prepares and proofreads documents, and assists with faculty and student needs. The Incumbent manages office supplies, coordinates events, and supports various academic programs.

Reports to the Senior Manager, Law School Administration

CORE JOB FUNCTIONS 

Supports department and leadership with daily clerical tasks. Prepares reports, charts, budgets, and presentation materials. Responds to routine inquiries with standard correspondence. Plans meetings and takes detailed minutes. Answers phone calls, provides information, or connects callers to appropriate staff. Schedules, appointments and updates calendars. Composes and types of correspondence, creates spreadsheets and presentations. Greets and provides general support to visitors. Manages travel logistics, including booking flights, hotels, and transportation, and handling any changes or issues. Develops and maintains an organized filing system for the department, ensuring confidentiality. Provides reception services, schedules meetings, and travel. Files, researches files and records, and prepares and proofreads correspondence, reports, and other documents. Assists faculty by answering questions, locating information and materials, and assisting in test preparation. 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 Abilities:

·      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

• Supports six to nine full-time faculty, adjunct faculty, plus visiting professors, as assigned, exercising a high degree of resourcefulness, independent judgment, initiative and professional knowledge of the Law School and its departments; working with highly confidential materials; meeting deadlines; retrieving and distributing faculty mail.
• Will have knowledge of zoom meeting features and technology in order to provide support to Faculty in classroom teachings; and as well as providing support to students that may encounter issues.
• Will be responsible for processing reimbursement(s) for Faculty in regard to travel, due & membership, events, and other reimbursements as necessary via Workday.
• Completes assignments requiring the collection and organization of data; may provide analysis.  Example:  Creates reports in regard to Faculty instructions of the various titled assignments submitted by students.  The Administrative Assistant is responsible for collecting the information, separate and input data according to Professor’s specification. The Administrative Assistant also maintains reports on student class participation and assignments and provides final breakdown for grading purposes.
• Prepare class material packets to include syllabus and additional reading materials/handouts; collect and record student assignments; manage course and personal files. 
• Coordinate with the Law Library regarding reference requests; retrieve cases and articles online through WESTLAW reference system; maintain class course pages online via BLACKBOARD.
• Create seating charts using student’s photos to compose a replica of classrooms; reserve rooms for meetings; communicate and collaborate with numerous high-level offices and officials on and off campus in a professional manner.
• Must have PROFICIENT/ADVANCED experience in WORD including mail merge, pagination, tracking, and knowledge of citation features in WORD.  Excellent and advanced knowledge in Excel as the examination process requires creating spreadsheets for grading purposes.
• Previous experience with Blue Book Citations and requires editing and good writing skills in an effort to provide assistance with manuscripts, articles for publications, lectures, and many other writing and editing opportunities.
• Serve as liaison between faculty and students, receiving and answering student questions, relaying faculty and student communications verbally or via email, and setting appointments with faculty.

• Exercise the highest level of confidentiality and security measures relating to final and mid-term examinations by typing, proofing, copying (Copy Center) and delivering exams to the Registrar; retrieve exams when finished to reconcile exams by anonymous grading numbers; assist professors with final grades; schedule student appointments for exam reviews.
• Create and log student’s absences through Excel spreadsheet to monitor and reconcile class attendance (as per the Professor’s absence guidelines)

• Serves as a primary information resource regarding assigned faculty; plan, prepare and coordinate materials for events such as workshops and symposiums, as directed by assigned faculty, Assistant works in conjunction with the Events Office, who secures meeting location, catering, audio visual and any other logistics related to event.

• Responsible for correspondences; prepare Clerkship letter of recommendations for students through the online OSCAR system by uploading and submitting letters to multiple judges for consideration of law clerk employment; type and edit scholarly publications, articles and books.
• Update and maintain mailing lists; conducting large mailings such as reprints, newsletters, invitations; conduct mail shipping through FedEx or U.S. Mail; and may lead the work assignment of student workers.
• Monitor and respond to faculty and student emails; produce a high volume of printing and photocopying, faxes and scanning; transcribe faculty tapes.
• Coordinate travel arrangements online; prepare and submit reimbursements; complete check requisitions and purchase orders electronically through the University’s Workday system.
• Display excellent customer service when greeting visitors/students, handling   inquires.
• Maintain faculty calendar as needed; provides routine and general clerical support as needed to faculty; answers telephone calls, takes messages, answer routine questions, and transfer calls to appropriate individuals.
• Contact publishers to order desk copies, supplements and teacher’s manuals for faculty as needed, place textbook order for courses.
• Provide support to Faculty with external and internal committees; prepare materials for meetings, arrange meetings. 

Maintain and update Faculty on-line profiles through our Digital Measures platform.  Upload and/or update new/existing Faculty information – i.e. current CV, lectures, conferences, scholarly work (Journal, Conferences, Speaking Engagements, articles, etc.)

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:

Employee Type:

Pay Grade: