Job Location:
Miami, FL

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 Office of Graduate Studies has an exciting opportunity for a Full-time Administrative Assistance to work on UHealth Campus. The Administrative Assistant will be reporting to the Executive Director of the Office of Graduate Studies, the Administrative Assistant will support four directors (Executive Director, Enrollment Management, MSTP, and Career Services) and the Chair of Graduate Studies (a research-active, tenured professor).  The incumbent should be detail oriented, have excellent communication and organizational skills, and be able to multi-task.  This position will provide daily office coverage and assist students and faculty visitors to the office.

  • Supports four director-level staff and the Chair of Graduate Studies, as assigned, exercising a high degree of resourcefulness, independent judgment, initiative and professional knowledge of the Miller School and its departments; working with highly confidential materials; meeting deadlines; retrieving and distributing mail.
  • Maintains coverage of the physical Office of Graduate Studies, answers telephone calls and emails.
  • Will be responsible for processing reimbursements regarding travel, dues & membership, events, and other reimbursements as necessary via Workday.
  • Completes assignments requiring the collection and organization of data; may provide analysis.
  • Must have proficient/advanced experience in Word including mail merge, pagination, tracking, etc. Excellent and advanced knowledge in Excel is highly desired.
  • Serve as liaison between OGS and students, receiving and answering student questions, relaying faculty and student communications verbally or via email, and scheduling various meetings 
  • for the directors and Chair.
  • Serves as a primary information resource; plan, prepare and coordinate materials for events such as workshops and symposia.
  • 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.
  • Coordinate travel arrangements online; prepare and submit reimbursements; complete check requisitions and purchase orders electronically through the University’s Workday system.
  • Maintain faculty calendar as needed; provides routine and general clerical support as needed; answers telephone calls, takes messages, answer routine questions, and transfer calls to 
  • appropriate individuals.
  • Provide support to external and internal committees; prepare materials for meetings, arrange meetings.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

MINIMUM QUALIFICATIONS                          

  • High school diploma or equivalent
  • Minimum 1 year of relevant experience, previous experience working in an office setting and in a healthcare or academic setting preferred.
  • Must be open to learning new ways to doing things; flexibility and resourcefulness will be key.
  • Excellent customer service skills (written and verbal); ability to multi-task various tasks/projects.
  • Knowledge of MS suite (Word, Excel, PowerPoint), Outlook, Internet Research.
  • 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.

Any appropriate combination of relevant education, experience and/or certifications may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida’s only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We’re the challenge you’ve been looking for.

Patient safety is a top priority. As a result, during the Influenza (“the flu”) season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

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:


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