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 Office Pre-Health Advising and Mentoring. Applies independent judgment and discretion in the completion of assignments and support for the Director and Assistant Director of the Office Pre-Health Advising and Mentoring. This position reports directly to the Business Operations Manager Undergraduate Research & Community Outreach. She/he will have the ability to work in collaboration with the staff to ensure the proper administrative functioning of the entities mentioned above. The successful candidate must have a high capacity for attention to detail and experience with Microsoft Outlook, Word, and Excel. Exceptional writing skills are required.
•Assist the Director and Assistant Director with writing committee letters for pre-health students’ applications to health professional school.
•There is an annual four-month intensive writing period when the Sr. Administrative Assistant’s main responsibility will be to write three high-quality committee letters per day. Exceptional writing skills, including knowledge of grammar, spelling, and punctuation rules are essential.
•Provides accurate information and troubleshoots specific student issues, parents, and staff and resolves accordingly within scope of responsibility. Each interaction must be handled differently using sound judgment and discretion.
•Act as the budget advisor for Alpha Epsilon Delta, Phi Delta Epsilon, American Society of Pre-dental Students, American Medical Student Association, Minority Women in Medicine, Medlife, and the Minority Association of Pre-health Students (MAPS).
•Responds promptly to all emails directed to the firstname.lastname@example.org and email@example.com email accounts.
•Process and coordinate Pre-Health Peer Mentor program applications, orientation, and reimbursements.
•Makes purchasing decisions and negotiates with vendors or consultants as needed for the Pre- Health unit, making decisions of up to $5000.
•Performs complex assignments related to gathering, evaluating and analyzing confidential data related to pre-health students and provides recommendations to the Assistant Director of Pre-Health.
•Develops and analyzes financial and statistical information related to Pre-Health accounts, activities and operations. Makes recommendations to management based on findings.
•Greets visitors and callers with pre-health office services, handles inquiries, and directs them to the appropriate person according to their needs.
•Assists students initiate a pre-health file, codes students pre-health in the university system, and adds pre-health students to the Office of Pre-Health’s Blackboard site.
•Deposits incoming application fees/pre-health club membership dues and monitors finances.
•Processes financial documents and forms, particularly those related to pre-health club expenses. Monitors club accounts.
•Monitors and updates the Office of Pre-Health’s Blackboard site and website when appropriate.
•Assists pre-health students with completing application forms for health professional schools, collects application materials from students, and places them in the students’ files. Keeps track of which students are in the queue for submission of their committee/cover letter packets to health professional school, and assists staff with letter submission.
•Collects and files letters of evaluation for pre-health students.
•Assists with uploading old student files to document management.
•Schedules events (information sessions, guest speakers, etc.) related to the Office of Pre-Health and reserves event meeting spaces.
•Makes copies for events and prepares related materials (orientations, pre-health sessions, meetings, etc.)
•Other Duties as assigned
Knowledge, Skills, and Abilities:
•Excellent writing skills.
•Knowledge of routine office practices and procedures. Knowledge of simple data processing and transmission principles.
•Ability to utilize computerized information systems.
•Ability to enter and verify information with accuracy and at a reasonable rate of speed.
•Ability to understand and follow oral and written instructions.
•Skill in data entry and word processing.
•High school diploma or equivalent.
•Bachelor’s degree preferred.
Work Experience Requirements:
•Five (5) years of progressive related experience. Equivalent combinations of education/experience may be considered.
Apply online at www.miami.edu/careers
Position #: P00006952
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!]]>