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Sr. Administrative Assistant
Company: University of Miami
Location: Miami, Florida, FL
Employment Type: Full Time
Date Posted: 08/05/2022
Expire Date: 10/05/2022
Job Categories: Other
Job Description
Sr. Administrative Assistant
Under the supervision of the Program Manager, the Sr. Administrative Assistant performs a variety of high level administrative and office support functions within the College of Engineering to facilitate the efficient operations of the office and provide robust support to the academic mission of all the departments. May serve in the absence of CoE Office Managers in various assigned units as necessary.


Liaison between Faculty Advisors and Advising team regarding student demographic.

Create and/or maintain appropriate spreadsheets to allow department to assist the CoE admissions team with all admissions functions from application to acceptance.

This may include time sensitive tasks of an urgent nature and necessary information regarding what key information is missing to allow acceptance.
Ph.D. Students: Admission process. Update and maintain database and files; answer inquiries, request I-20ís; prepare offer letters for new and existing students.
MS. Students: Update and maintain spreadsheet.
Provides backup support to CoE in the absence of an Office Manager for that unit.

Course Schedule/Curriculum Management.

Input changes online for bulletin (Course Leaf) Distinguished Speaker Series and Seminar Series: agenda, flyer, attendance lists, catering service, reserve room, announcements, etc.

Provide routine assistance and communication with potential and existing undergraduate and graduate students regarding registration for classes, status of graduation request, required information, and general inquiries.

Supports Program Manager, faculty and/or department leadership with daily tasks.

Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials.

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

Plans meetings and takes detailed minutes, as needed.< br />
Coordinates events for the assigned department.

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

Schedules appointments and updates calendars.

Prepares and submits financial forms (ISDs, Expense Reports, POs, work orders, check requisitions, invoices, etc. for department).

Follows up with vendor/payee, as needed.

Reconciles P-cards and T-cards as assigned by the Program Manager.

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

Composes and types correspondence, such as informative materials; creates spreadsheets and presentations.

Greets and provides general support to visitors.

Develops and maintains department filing system.

Adheres to University and unit-level policies and procedures and safeguards University assets.

Performs other duties as assigned.

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.



High school diploma or equivalent

Certification and Licensing:



Minimum 3 year of relevant experience

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).
Contact Information
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