Overview

Job Location:
Coral Gables, FL

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

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 School of Law has an exciting opportunity for a full-time Administrative Assistant to work at the Coral Gables Campus.

The Administrative Assistant serves as faculty support for Legal Communication and Research Skills faculty, reporting to the Office Manager and the Legal Communications Director.  Employees in this position should be detail oriented, have excellent communication and organizational skills, and be able to multi-task.   This position provides coverage for other Administrative Assistants during absences or as directed by the Office Supervisor Manager and/or the HR Director.

Primary Duties and Responsibilities:

  • Supports Legal Communication and Research Skills faculty, exercising a high degree of resourcefulness, independent judgment, initiative and professional knowledge of the Law School and its departments; working with highly confidential materials; meeting deadlines; retrieving and distributing faculty mail.

  • Completes assignments requiring the collection, and organization of data; may provide analysis.  Example:  Creates reports in regards to Faculty instructions of the various titled assignments submitted by students.  The Admin Asst is responsible for collecting the information, separate and input data as to Professor’s specification. The Admin Assistant also maintains reports on student class participation and assignments.  The Admin Asst provides final breakdown for grading purposes.

  •  Prepare class material packets to include syllabus and additional reading materials/handouts; collect and record student assignments; manage course and personal files; coordinate w/library regarding reference requests; retrieve cases and articles online through the WESTLAW reference system; maintain class course pages via BLACKBOARD and TWEN online; create seating charts using students photos to compose a replica of classrooms; reserve rooms for meetings; communicate and collaborate with numerous high-level offices and officials on and off campus in a professional manner.

  • Serve as liaison between faculty and students, receiving and answering student questions, relaying faculty and student communications verbally or via email, and setting appointments with faculty.

  • Exercise the highest level of confidentiality and security measures relating to final and mid-term assignments by typing, proofing, copying and delivering assignments to the Registrar; retrieve assignments when finished to reconcile by anonymous grading numbers; assist professors with final grades; schedule student appointments as necessary.

  • Create and log student’s absences through Excel spreadsheet to monitor and reconcile class attendance.

  • Serves as a primary information resource regarding assigned faculty; plan, prepare and coordinate materials for events such as workshops and symposiums, as directed by assigned faculty, by securing meeting location, catering, audio visual and any other logistics related to event.

  • Responsible for correspondences; prepare Clerkship letter of recommendations for students through the online OSCAR system by uploading and submitting letters to multiple judges for consideration of law clerk employment; type and edit scholarly publications, articles and books.

  • Update and maintain mailing lists; conducting large mailings such as reprints, newsletters, invitations; conduct mail shipping through FedEx or U.S. Mail; and may lead the work assignment of student workers.

  • Monitor and respond to faculty and student emails; produce a high volume of printing and photocopying, faxes and scanning.

  • Coordinate travel arrangements through the University’s travel agency or online; prepare and submit reimbursements; complete check requisitions and purchase orders electronically through the University’s WORKDAY system.

  • Display excellent customer service when greeting visitors/students, handling   inquires.

  • Maintain faculty calendar as needed; provides routine and general clerical support as needed to faculty; answers telephone calls, takes messages, answer routine questions, and transfer calls to appropriate individuals.

  • Contact publishers to order desk copies, supplements and teacher’s manuals for faculty as needed; place textbook order for courses.

  • Provide support to Faculty with external and internal committees; prepare materials for meetings, arrange meetings.

  • Maintain office supplies for assigned faculty on an as needed basis.

Education/Work Experience Requirements:

High school diploma and three years work related experience.  Excellent customer service skills (written and verbal); ability to multi-task various tasks/projects

Knowledge, Skills, Abilities:

  • Knowledge of MS suite (WORD, EXCEL, POWERPOINT), Word Perfect, Outlook, Internet Explorer.

  • Typing 35 wpm.

  • Knowledge of routine office practices and procedures.

  • Knowledge of simple data processing and transmission principles.

  • Ability to utilize computerized information systems.

  • Ability to read and decipher data on source documents to be entered.

  • Ability to enter and verify information with accuracy and a reasonable rate of speed.

  • Ability to understand and follow oral and written instructions.

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:

c103