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University of Miami · 1 day ago

Administrative Assistant

Coral Gables, FL

Full-time

Onsite

Mid Level

3+ years exp

The University of Miami is a leading research institution and academic health system, dedicated to fostering a culture of belonging and empowerment. The Administrative Assistant will support the LGBTQ Student Center by overseeing office management, fiscal management, and student employee management, while also coordinating departmental projects and events.

Higher Education

H1B Sponsor Likely

Responsibilities

Oversee daily departmental operations, including space management and supply inventory. Responsible for the proper functioning and upkeep of all office systems including but not limited to: the copier, faxes, office computers, phones, television, and staff technology needs within the department

Serve as the primary contact for inquiries, providing customer service to students, families, faculty, and staff

Manage departmental email accounts and correspondence, ensuring timely responses and follow-up

Collect and prepare data for reports. Assist in the preparation of various reports (monthly, annual, etc.)

Maintain and upkeep office records, files, budgets, and correspondence

Monitor budgets, revenue, and expenditures; prepare monthly financial reports

Reconcile receipts and manage purchasing, travel, and reimbursements

Coordinate with Purchasing, Accounts Payable, and Disbursements to ensure proper processing of goods and services

Support fundraising and sponsor/donor activities under the Senior Director’s guidance

Manage departmental financials using Workday Finance

Oversee hiring, onboarding, scheduling, and payroll for student employees in collaboration with the Assistant Directors

Manage personnel processes through Workday Human Resources

Coordinate departmental projects and events, including Rainbow Carnival, Alumni Reception & Recognition, signature events, and LGBTQ student group events

Organize sponsor/vendor fairs and fulfill sponsorship benefits

Contribute to strategic planning and collaborative partnerships

Provide calendar scheduling support for department leadership

Perform additional duties as assigned

Qualification

Office ManagementBudget ManagementProject ManagementMS SuiteInterpersonal SkillsCommunication SkillsProblem-Solving SkillsTeam PlayerCritical Thinking

Required

High school diploma or equivalent required; associate or bachelor's degree preferred

Three (3) to five (5) years of progressive related experience in an office environment

Experience in a higher education setting is highly desirable

Direct experience with managing and reconciling budgets

Ability to be productive in a fast-paced, multi-dimensional work environment

Excellent written and oral communication skills

Must possess strong interpersonal skills, excellent listening and problem-solving skills

Knowledge of MS suite (Word, Excel, PowerPoint)

Knowledge of routine office practices and procedures

Demonstrated strength in the following soft skill sets: Team player, a strong work ethic, a critical thinker, and a good problem solver

Company

University of Miami

Glassdoor3.9

At UM you'll join a diverse and energized academic community.

Founded in 1925

Coral Gables, fl, US

5001-10000 employees

http://miami.edu

H1B Sponsorship

University of Miami has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (208)

2024 (151)

2023 (149)

2022 (121)

2021 (95)

2020 (114)