Senior Administrative Assistant

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The Climate Resilience Institute (CRI) has a dynamic job opportunity for a Sr. Administrative Assistant to work at the University of Miami.

CORE JOB SUMMARY

The Sr. Administrative Assistant for the Climate Resilience Institute (CRI) oversees a variety of clerical functions and office support activities for the CRI to facilitate the efficient operations and growth of this fast-paced unit that supports resilience efforts across the university.  The Sr. Administrative Assistant serves a critical role as the first point of contact for visitors and a relationship builder with other key support staff across the university.

CORE JOB FUNCTIONS                                             

• Oversees CRI office operations to support CRI leadership and staff.
• Makes travel arrangements and reservations for department leadership and staff and submits reimbursement requests through Workday in a timely manner.
• Builds relationships to effectively liaise with support staff in key departments, internal and external advisory board members, and other units that engage with CRI to ensure consistent communication and punctual meeting scheduling.
• Assists with special events, convenings and conferences, including managing invitation lists, making arrangements for space rentals, food, and materials.
• Manages operational needs for CRI including IT hardware updates for new team members, ordering of supplies, and obtaining access to certain buildings as needed for CRI staff.
• Greets and provides general support to visitors.
• Develops and maintains department filing system and keeps CRI digital files organized and current.
• Assists the team with completing grant applications including data entry, compiling required forms, and coordinating with other participants to successful application submission.
• Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership.
• Plans meetings, including making meeting room reservations and other arrangements and takes detailed minutes, as needed.
• Answers phone calls, provides information to callers or connects callers to appropriate staff.
• Composes and types correspondence, such as informative materials and letters; creates spreadsheets and presentations.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

•  This works as long as they are assisting versus managing grant application process. Otherwise it may fall under a different scope

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                                           

Minimum 3 years of relevant experience.  Experience working in an administrative or coordinator position. Working with or Grant applications experience a plus.

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, punctually, and with attention to detail.
• Proficiency in computer software (i.e., Microsoft Office).
• Knowledge of Workday and IBIS Research platforms a plus.
• Ability to work in a fast-paced environment and manage several simultaneously initiatives and tasks.
• Positive attitude and ability to problem solve.
• Ability to work independently, asking for guidance when needed.
• Interest in helping to build a new unit with connectivity to the entire University community.

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.

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