Current Employees:

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The University of Miami’s Frost School of Music is a dynamic and innovative school looking for an Administrative Assistant to provide general office and clerical support for the Dean’s Office and office leaders. The position reports to the Dean’s Senior Executive Administrator.

Duties & Responsibilities:

• Greets and provides general support to visitors.

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

• Answers phone calls, provides information to callers, or connects callers to appropriate staff.

• Manage office appearance and order supplies and other materials as needed.

• Provides set-up and technical support for meetings in the conference room.

• Manages incoming and outgoing mail and packages.

• Process Workday financial system transactions including supplier creation, requisitions, invoices, PO’s, expense reimbursements, purchasing card reconciliation, deposits, and Ad hoc cash transactions.

• Assist in the hiring process for student employees including the I-9 verification.

• Provide administrative support for the Frost Gig Book, including responding to Gig Book requests, identifying students for the gigs, and processing student payments as required.

• Serve as liaison to ensure parking accommodations for visitors as needed.

• Submit work orders for UM’s Telecom, IT, and Facilities services.

• Composes correspondence both internally & externally.

• Develops and maintains department filing system.

• Schedules appointments and updates calendars.

• Provide event support to Senior Executive Administrator including contacting venues for quotes, ordering food, and/or other supplies as needed.

• Plans meetings and takes detailed minutes, as needed.

• Assist in preparation of basic reports, charts, budgets, and other presentation and meeting materials as needed.

• Makes travel arrangements and reservations for department leadership and staff, as needed.

• Initiate action to resolve problems and handle various requests; elevate matters to the attention of the appropriate individual.

• Initiate appropriate follow-up/action when necessary.

• Handle confidential documents and maintain confidentiality.

• Occasional evening or weekend support may be required.

• Other duties as assigned.

Knowledge, Skills & Abilities:

• General knowledge of office practices and procedures.

• Knowledge of ERP systems like Workday or PeopleSoft, data entry, processing, and office equipment.

• Ability to enter and verify information with accuracy.

• Ability to utilize multiple software packages including, but not limited to: Word, Excel, and Internet-based computerized systems.

Experience & Education:

• High school diploma.

• One year of relevant experience; two years of relevant experience preferred.

• Any relevant education, certifications and/or work experience may be considered.

  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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A4

The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation.

The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.

The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.

Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.

The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.

Transforming lives

With more than 17,000 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.