Secretary

Location
Coral Gables, Florida
Posted
Jun 07, 2017
Ref
55458134
Institution Type
Four-Year Institution
The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity and Teamwork (DIRECCT) we strive to create an environment where everyone contributes in making UM a great place to work. We are one of the largest private employers in Miami-Dade County; home to more than 13,400 faculty and staff from all over the world.

Provide clerical support to the Office of Facility Operations and Engineering and the Office of Information Technology. This position will report to the Director of Facility Operations and Engineering.

Duties and Responsibilities:

  • Provide clerical and administrative assistance to the Director of Facility Operations and Engineering and IT Manager as necessary.
  • Assist in handling/responding to service calls and resolving simple issues or questions.
  • Gather details of issues from requesters and troubleshoot or route them to an appropriate member of the support team.
  • Maintain records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken, follows up as needed through the online request management system Service Now.
  • Contact users to respond to support requests and notify them of investigation results or any planned adjustments and follow up to ensure that appropriate changes were made to resolve issues.
  • Refers user grievances to supervisor for further investigation as needed.
  • Perform general clerical duties including answering incoming calls, photocopying, filing, etc.
  • Prepare University’s financial forms such as BERFs, POs, work orders, ARIBA documents, check requisitions, etc.
  • Greet and assist visitors, students, faculty, and staff in a courteous and helpful manner.
  • Utilize word processing and spreadsheet software, prepare documents from hard copy or electronic formats
  • Types and distributes letters, memoranda, purchase orders, or other material.
  • Serve as the contact person for the Office of Facility Operations and Engineering with in-person, phone, and email in daily communications with students, faculty, and staff.
  • Participate in Office of Facility Operations and Engineering or Office to Information Technology meetings as requested.
  • Procures, maintains, and distributes office supplies and/or equipment.
  • Maintain fax and printer supplies for the School of Communication fleet to ensure that these machines are functional.
  • Serves as the contact person for Office of Student Services for hiring student work studies.
  • Order clerical and technical supplies for Office of Facility Operations and Engineering department and for Office of Technical Operations.
  • Provides backup as needed to the reception area.
  • Reconciles department accounts.
  • Coordinates and prints all requests for large format poster printing for the School of Communication.
  • Performs other duties as assigned.

Knowledge, Skills, and Abilities:

  • Knowledge of routine office practices and procedures.
  • Knowledge of simple data processing and transmission principles.
  • Ability to utilize computerized information systems.
  • Ability to understand and follow oral and written instructions.
  • Strong interpersonal, communication and listening skills
  • Skill in data entry or typing.
  • Proficient in Microsoft Excel and Word

Education and Experience Requirements:

High School diploma or equivalent and 3 years related work experience.

Apply online. position #P00001725

The University of Miami is home to some of the brightest minds in the world. We are committed to educating and nurturing students, creating knowledge, and providing service to our community and beyond. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more. The University of Miami is an Equal Opportunity/Affirmative Action Employer. Come join us!

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