Sr. Administrative Assistant

Coral Gables, Florida
Jun 28, 2017
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.

The Senior Administrative Assistant performs both technical and complex administrative projects as well as general clerical work in support of the day-to-day operations of the assigned unit. Applies independent judgment in the completion of assignments which include data compilation and analysis, the development and preparation of unit and project budgets, and monitoring unit expenses. May act as a lead to lower level administrative staff assigned to the unit.

The Sr. Administrative Assistant will support the marketing department with daily marketing duties to deliver a cohesive marketing communications program and will execute administrative tasks relating to collateral development, campaigns, social media, and events. Specifically, the Sr. Administrative Assistant will:
• Maintain calendars, compose & type correspondence, orders office supplies; prepare financial forms (e.g. IDRs, BEFs, work orders, POs, check requisitions for department), answer telephones, take messages, transfers calls, greet visitors, answer routine questions, and direct visitors according to their needs.
• Manage the marketing events calendar.
• Manage the social media calendar and use HootSuite to share updates, respond or advise programs of inquiries via social media channels.
• Respond to all inquiries to the marketing department e-mailbox.
• Complete special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions; performs complex assignments; resolves issues and problems referred by staff or the supervisor. Make recommendations for operational, administrative and program issues; Resolve unique situations where each contact must be handled differently, using judgment, diplomacy, and discretion; Act as a Lead for special projects; Plan, organize and oversee the activities of the project.
• Support the development of email marketing campaigns.
• Coordinate all event logistics, including, but not limited to, vendor and budget management, invitation development and deployment and scheduling.
• Maintain and organize promotional materials and content/media library.
• Pull segments and clean prospect/student lists for events, direct mail and email campaigns.
• Assist with the development and maintenance of landing pages and websites.
• Assist with coordination/project schedule of all marketing and advertising plans.
• Perform CRM/Salesforce cleanup and data management and ad hoc reports.
• Assist in processing invoices, requesting purchase orders and reconciling the budget of each marketing project.
• May act as a lead to lower level administrative staff within the unit; plans, organizes and oversees the activities and operations of the office unit; May establish and implement work unit procedures; ensures completed work products meet required timelines and standards of quality and quantity May provide ancillary support to other departments within the Division.
• Assist in developing and preparing budgets by compiling information to support projected expenditures in specific areas such as operating costs or travel costs; advise management of issues including trends, funding levels and expenditures related to these costs.
• Provide advice regarding budget projects, and monitors work unit’s expenses; prepares summary financial reports and statistical information related to work unit’s budget, accounts, activities, program clientele and operations.
• Perform other duties as designated.

• High School Diploma or equivalent required. Bachelor’s in Business, Marketing, or related area preferred.
• At least four years of relevant work experience, working in a communications/marketing role required.

Skills and Abilities:
• Proficient knowledge of Microsoft Office Suite.
• Excellent written and verbal communication skills. Apply online. Position #: P00020500.

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!