Job description

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 University of Miami is looking for an Administrative Assistant for the Office of the Secretary.

Primary duties and responsibilities:
(Performs duties and responsibilities under minimal supervision)
•Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
•Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
•Provides general assistance to members of the Board of Trustees, on matters relating to board and standing committees meetings, and the University in general, using own discretion and decision making abilities.
•Performs confidential and non-routine tasks for the Board of Trustees and Secretary of the University.
•Assists Assistant Secretary with logistical preparations for all full board meetings, as necessary.
•Completes special assignments which require collecting, organizing, and analyzing data and producing reports which may be the basis of significant decisions by management, including, but not limited to assisting the Assistant Secretary in providing administration and University constituents with research of minutes and other corporate documents as needed.
•Organizes and maintains official records of the Board, as well as various Standing Committees, Sub-Committees and Ad-Hoc Committees of the board, the Board of Governors of University-owned hospitals, and related boards. Ensures that the minutes are included in University records.
•Assists Assistant Secretary in planning and coordinating commencement activities for both trustees and honorary degree recipients, as necessary.
•Uses Word Processing & Spreadsheet software to develop reports under general instruction and uses discretion in maintaining/adapting current information.
•Assists in organizing responses for preparation of Conflict of Interest report to the board and responses to Controller’s office for the IRS Form 990.
•Manages office inventory of clerical, kitchen, and equipment supplies, including ordering, restocking, and organization.
•Organizes surplus, including equipment, furniture, and office supplies.
•Processes payment of vendors’ invoices for office operations.
•Completes assignments requiring the collection, and organization of data, as necessary.
•Coordinates with Senior Management and Trustee calendars for scheduling of board and committee meetings, as necessary.
•Maintains official board calendar.
•Types, provides routine and general clerical support. Composes correspondence or selects standardized formats.
•Processes e-financial forms (IDRs, BERFs, Pos, work orders, check requisitions, etc. for department.
•Other duties as assigned.

Knowledge, Skills and Abilities (KSA)
•Knowledge of routine office practices and procedures.
•Knowledge of simple data processing and transmission principles.
•Ability to utilize computerized information systems.
•Ability to read and decipher data on source documents to be entered.
•Ability to enter and verify information with accuracy and a reasonable rate of speed.
•Ability to understand and follow oral and written instructions.
•Skill in data entry or typing.

Education Requirement
•High School diploma or equivalent.

Work Experience Requirement
•3 to 5 years of progressive related experience, preferably in the area of corporate governance or corporate boards.

Apply online at
Position #: P00001523

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 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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Job No: 65609116
Posted: 11/2/2018
Application Due: 11/29/2018
Work Type: