Administrative Assistant

Job description

Job location: Coral Gables, FL

Employment Type: Full-time
Posted data: 2019-08-13
Req: R100034295
Current Employees:
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University of Miami School of Law

Litigation Skills Externship Program

Administrative Assistant

Job Description


The Administrative Assistant performs a variety of clerical functions and office support activities for the Litigation Skills Program at the Law School to facilitate the efficient operations of the office.

Working hours: 10:30am – 7:00pm during academic year

8:30am -5:00pm summers & holidays


Supports department and/or department leadership with daily clerical tasks.

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

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.

Coordinate externship placements with agencies both locally and nationally.

Coordinate certification process with Florida Supreme Court, US District Court, and nationally for the Litigation Skills Externship Program and the In-House Clinics.

Collect and record time sheets and grades. Prepare weekly and end of semester reports. Follow up with supervising attorneys to verify student participation.

Responsible for updating the Externship Program Manuals.

Update and maintain the Litigation Skills Externship website.

Verify the accuracy of weekly time and activity reports from student interns.

Verify class schedules to ensure no conflict for students.

Coordinate room availability with the Office of the Registrar.

Responsible for maintenance of file records on students in the Litigation Skills and Externship Programs.

Schedule and organize Externship seminars and meetings.

Ensure Externship Program activities are on the students’ calendar.

Coordinate evening faculty dinners.

This position will be cross-trained as back up for the Litigation Skills Program.


High school graduate or equivalent required. Minimum 1 year of relevant experience; two years of experience preferred.

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

Customer service experience with excellent interpersonal skills

Proficiency in computer software (i.e. Microsoft Office)

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.

Job Status:

Full time

Employee Type:


Pay Grade:





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Job No:
Posted: 8/15/2019
Application Due: 10/10/2019
Work Type: