Job location: Coral Gables, FL

Employment Type: Full-time
Posted data: 2019-12-12
Req: R100036178
Current Employees:

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Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The Sr. Administrative Assistant performs a variety of clerical functions and office support activities for assigned department(s) to facilitate the efficient operations of the office.

Core Job Functions

Supports department and/or department leadership with daily clerical tasks. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets and other presentation materials. Responds to or routes non-routine, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership. Plans meetings and takes detailed minutes, as needed. Answers phone calls, provides information to callers or connects callers to appropriate staff. Schedules appointments and updates calendars. 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. Assists with Department Events and planning Develops and maintains department filing system. Adheres to University and unit-level policies and procedures and safeguards University assets.

Core Qualifications

Education:
High school diploma or equivalent.

Experience:
Minimum 3 years of relevant experience. Bachelor’s Degree 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.
• Strong ability to work independently and timely.
• Excellent Communication skills.
• Excellent Problem Solving and Analytical skills.
• Proficiency in computer software (i.e. Microsoft Office).

Department Specific Functions
CIO Office and Leadership Team is the Leadership team for the University of Miami Information Technology (UMIT).

Specific CIO Office Responsibilities
• High Level Leadership administrative support.
• Manages multiple calendars, scheduling, room reservations, and catering for the CIO office, Associate VP’s, Executive Director and Director (UMIT Leadership).
• Assists with department event planning, initiatives and coordination.
• Assists with agendas and minutes for Leadership team – Committees.
• Exercises confidentiality when handling Leadership Team tasks.
• Responsible for Workday purchasing and expenses when necessary.
• Responsible for travel arrangements and coordination when necessary.
• Responsible for setting up demos and other educational meetings, conferences, trainings as necessary.
• Responsible for setting up interviews and coordination of candidate schedule and itinerary.
• Orders equipment and supplies for CIO office and UMIT Leadership through Procurement System.
• Develops relationships with Administration across the University.
• Covers Front Desk at CIO office, greets visitors and maintains schedule and coordination for leadership team.
• Travels to Ungar as needed for desk coverage.
• Office Back up – CIO and CATO office.
• Gives recommendations for operational problems and offers solutions.
• Responsible for mail correspondence and distribution.
• Prepares routine correspondence.
• Interprets requests, phone calls, emails, and handles appropriately or routes to appropriate party.

Performs other duties as assigned.

This position also provides assistance to and coverage for the CIO and CATO 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:

Staff

Pay Grade:

c104