Administrative Assistant

University of Miami – Coral Gables, FL

Where Excellence Meets Purpose

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 purpose 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 University has been named on Forbes's Best Employers list for two consecutive years, and is the only university in Florida to receive this honor.

The Division of Development and Alumni Relations supports and promotes the mission, purpose, and priorities of the University of Miami through fundraising and engagement by building and nurturing strategic philanthropic relationships to improve and transform the lives of individuals and communities. We are committed to values central to the Division- Service, Gratitude, Trust, and Partnership- which guide our strategic thinking, decision-making, and day-to-day interaction with each other and our stakeholders.

General Overview: This position will provide senior-level administrative support for overall Alumni Engagement and Annual Giving teams and reports directly to the Director, Alumni Engagement, and Newman Alumni Center.

Essential Responsibilities:
  • Provides senior program-level administrative support to the department. Will work to provide support for the Alumni Engagement reception area including answering phones and announcing incoming calls for 40 staff members, executing meetings, reports and tracks customer service results, and developing procedures for effective customer service program implementation. Maintains phone list, sign-in sheets and collaborates with the administrative staff to accommodate a new employee’s information for the front desk.
  • Will also work closely with the Director to provide senior-level administrative support in the areas of producing, proofreading, filing, and distributing all external and internal alumni email correspondence and customer service practice; hiring and supervising work study students. Serves as lead support for all alumni office guests and inquiries. Interacts and provides the highest level of customer service with Alumni, Alumni Leaders, Volunteers, and Students, both over the phone and in-person.
  • Works collaboratively with the Administrative Assistants (seven) to provide on-going training procedures and practices for the front desk and reception area operation during lunch and vacation coverage. Designs and implements the reception area/front desk manual for both student and office personnel for coverage, including the updating and creation of new procedures and forms.
  • Provides lead departmental support to update biographical information for the more than 140,000 alumni in the Alumni/Development data base system and to coordinate, confirm and distribute alumni class notes to University Communication editor for inclusion in the Miami Magazine, @Miami,, and other University publications. Maintains the integrity of the subscriber lists (over 35,000) for two alumni electronic communications tools: e-Alumni Connections and @ Miami, which includes updating email addresses on the Alumni/development database, and coding the more than five appropriate opt-off membership codes.
  • Provides direct mail support for the UM Alumni Association membership card program, including issuance of temporary and permanent alumni membership cards and necessary management coding on the Alumni/Development database. Collaborates with the Offices of the Registrar’s and Continuing and International Education to update the Alumni/Development database for the appropriate alumni membership status. Coordinates and troubleshoots with the managing Director all requests for the alumni membership card as well as other alumni-related requests. Creates and provides UM Alumni Association information packages to all alumni inquiries. Manages the UM alumni directory and yearbook inventory, including setting price, shipping and presenting payment transaction.
  • Manages areas of office including but not limited to office supplies, break room supplies, cleaning, and copier supplies, assisting with the operation of office equipment and serves as the liaison for all help desk computer problems and toner orders.
  • Serves as the departmental greeter for all external and internal guests and is responsible to ensure that the reception area is a warm and inviting place. Maintains the reception area with new and up-to-date program marketing materials.
  • Provides support to department administrators to execute and staff alumni program events as assigned. Events will include weekend and evening assignments. Other duties as assigned.
  • Qualifications:

  • High school diploma or equivalent with a minimum of three years business office experience required at a senior level, which may include one year of supervisory experience. Equivalent combinations of education/experience may be considered. Must have an excellent command of all Microsoft Office Applications, including Word, Excel, PowerPoint, and Access. Must also have excellent social and customer service skills, and initiative mixed with good, sound judgment. Good communication skills and an excellent command of the English language, both verbal and written, are required.
  • Must be flexible, dedicated, hard working, and show strong organizational skills and a willingness to work in a team driven environment. Must be able to manage multiple tasks and meet deadlines. Must be able to work overtime (including nights and weekends), when necessary. Overtime will be most frequent in the spring and fall to provide staffing for alumni events and activities, which may include staffing day events & working evenings to prepare for the next day’s event. Day events can expand over three days and include evenings.
  • 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:


    Pay Grade:


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