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The Administrative Assistant (TEMPORARY) serves as administrative support for the Office of Career and Professional Development (OCPD).  This position has primary responsibility for managing the front desk and overall efficient operation of the OCPD.  This position exercises a high degree of resourcefulness, independent judgment and initiative, has knowledge of the Law School and its departments, and works with highly confidential materials.   

Reporting Relationship:

This position will report to the Senior Manager, Office of Career and Professional Development.   The position requires effective, daily collaboration with all staff members in the suite.     

Primary Duties and Responsibilities:

Provides excellent customer service when greeting visitors and callers, including students, faculty, staff, employers, and other guests. Ensure all visitors to the suite sign in and notifies advisors accordingly.Answers the telephone, takes messages, and responds to or appropriately routes voicemail messages.     Communicates and collaborates in a professional and timely manner, including directing callers and visitors to appropriate offices or individuals within the Office or Law School. Manages the high-volume OCPD departmental email mailbox, providing a same-day (or sooner) response to all messages.  Effectively routes messages to appropriate advisors and staff members for follow-up. Assists Advisors with Event management, to include calendaring events, making tent cards, distribution of flyers, preparing gift bags, posting events in Instagram, ordering food and any other tasks as neededEnsure office/conference room is ready for interviews in person (place schedule on desks, copy at front desk). Greeting interviewers and serve as a point of contact for any logistical questions (coffee, water, directions to bathroom).  Check students in and note any scheduling changes (interviews running late, etc.)Promptly and accurately enters job postings into the Symplicity system and follows up with employers to obtain missing information when necessary. Assist employers with job-posting related inquiries, including forwarding job posting templates and ensuring that postings meet OCPD guidelines. Assists with assigning individual student mock interviews on an as-needed, ongoing basis.   Composes and edits internal correspondence and documents.Completes assignments requiring the collection and organization of data; may provide analysis. Prepares and coordinates materials for in-person and virtual events such as panels, workshops and receptions, and assists with related logistics.Prepares weekly OCPD calendar for front desk with office schedule for advisors, staff, and work study employees.Prepares and submits employee reimbursements, check requisitions and purchase orders electronically through the University’s Workday system.Orders office supplies, ensures the copier paper trays are always stocked and ink cartridges are replaced, distributes mail to the members of the suite and ensures kitchen is stocked.Ensure that OCPD’s resources to include flyers on the wall are tidy, and materials are stocked. 

Knowledge, Skills, Abilities:

Must be proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint), Qualtrics, Internet Explorer, SharePoint, Workday, EMS  Knowledge of routine office practices and procedures.Ability to utilize computerized information systems.Ability to multitask including complex tasks while meeting deadlines. Ability to enter and verify information with accuracy and a reasonable rate of speed.Ability to understand and follow oral and written instructions.

Education/Work Experience Requirements:

High school diploma and three years work-related experience.  Excellent customer service skills.  Must be extremely organized, be able to multi-task and handle multiple projects simultaneously and set priorities to meet deadlines with minimal supervision.  Must have initiative, ability to exercise sound judgment and work in a fast-paced environment.  Must be sensitive to student confidentiality consistent with University requirements and federal and state law.  Must have superior telephone and interpersonal skills.  Excellent communication skills (verbal and written) required.

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:

Temporary - Charge Back (Fixed Term)

Pay Grade:

A4