Administrative Assistant (School of Law)

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The University of Miami School of Law has a great opportunity for an Administrative Assistant to work at the Coral Gables Campus.

Position Summary:

The Administrative Assistant serves as faculty support and receptionist for Law School Professors within the Clinics and reports to the Associate Dean of Experiential Learning. 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 support staff during absences.

Primary Duties and Responsibilities :

• Together with other staff, supports 10 to 14 full-time faculty, as assigned, 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; and distributing faculty mail.
• Serves as liaison between faculty and students, staffing front desk, receiving and answering student questions, relaying faculty and student communications verbally or via email, setting appointments with faculty, and performing receptionist duties.
• Displays excellent customer service when greeting visitors/students, handling inquires.
• Serves as main point of contact for guest parking permits.
• Serves as back-up support for other support staff while they are out sick, on leave, or on vacation.
• Monitor office and kitchen supplies and order supplies.
• Make advance room reservations for students and faculty.
• Provide administrative support to the First Start Program, which operates primarily over the summer.
• Receive training on website updating to assist with website updates.
• Onboard student research assistants and management of monthly timesheets.
• Will have knowledge of Zoom meeting features and technology in order to provide support to Faculty in classroom teachings; and as well as providing support to students that may encounter issues.
• Will be responsible for processing reimbursement(s) for Faculty in regards to travel, due & membership, events, and other reimbursements as necessary via Workday.
• 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 Administrative Assistant is responsible for collecting the information, separate and input data according to Professor's specification. The Administrative Assistant also maintains reports on student class participation and assignments and provides final breakdown for grading purposes.
• Prepare class materials to include syllabus and additional reading materials/handouts; collect and record student assignments; manage course and personal files; create and maintain class course pages online via BLACKBOARD.
• Coordinate with the Law Library regarding reference requests.
• Create seating charts using student's 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.
• Must have PROFICIENT/ADVANCED experience in WORD including mail merge, pagination, tracking, and knowledge of citation features in WORD. Excellent and advanced knowledge in Excel as the examination process requires creating spreadsheets for grading purposes.
• Exercise the highest level of confidentiality and security measures relating to final and mid-term examinations by proofing and delivering exams to the Registrar; retrieve exams when finished to reconcile exams by anonymous grading numbers; assist professors with final grades; schedule student appointments for exam reviews.
• Create and log student's absences through Excel spreadsheet to monitor and reconcile class attendance (as per the Professor's absence guidelines)

• 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, Assistant works in conjunction with the Events Office, who secures meeting location, catering, audio visual and any other logistics related to event.

• Responsible for correspondences; prepare Clerkship letters and other letters of recommendation for students by formatting, uploading, and submitting letters.
• 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; receive, scan, and distribute mail.
• Coordinate travel arrangements online; prepare and submit reimbursements; complete check requisitions and purchase orders electronically through the University's Workday system.
• Provides routine and general clerical support as needed to faculty.
• 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 and update Faculty on-line profiles through our online platform. Upload and/or update new/existing Faculty information - i.e. current CV, lectures, conferences, scholarly work (Journal, Conferences, Speaking Engagements, articles, etc.)

Education/Work Experience Requirements :

• High school diploma and two 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), Outlook, Internet Research.
• Knowledge of routine office practices and procedures.
• Ability to deliver excellent customer service and support with high attention to detail.
• 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.

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