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University of Miami Administrative Assistant in Coral Gables, Florida

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) 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 (https://my.it.miami.edu/wda/erpsec/tipsheets/ER_eRecruiting_ApplyforaJob.pdf) .

The department of Theatre Arts has an exciting opportunity for a Full Time Administrative Assistant to work at the Coral Gables campus. The Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.

Department Specific Functions

  • Assist with department undergraduate student activities. Assists with preparation of recruitment materials, coordinates mailings.

  • Work closely with the office of admissions and department faculty recruitment coordinator to track student applications, acceptances and rejections, verifications and enrollments. Ensure appropriate mailings are sent to admitted students.

  • Assist with preparation of department course schedules, enrollment management and registration and room assignments.

  • Process change of grade forms.

  • Assist with departmental graduation, preparation of diplomas for student awards and special events on ad hoc basis as assigned.

  • Coordinate book orders.

  • Under the direction of the fiscal manager, assist in the preparation of requisitions, work orders, check requisitions, etc. for the department.

  • Responsible for accuracy, timeliness, and compliance with departmental, college and university policies and procedures. Follow-up on problems, incorrect charges, etc

  • Responsible for office supplies, places orders, keeps inventory, prepares reports for review by supervisor.

  • Deposits checks/cash.Departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained, i.e., office equipment and building keys, collecting and returning key deposits and lock-up of the facilities. Identifies problems and initiates follow-up/action when necessary.

  • Assist the Theatre Academy Director with the Summer Theatre Academy including:

  • routine correspondences and coordinate mailings, receive and process applications and registrations, input data,

  • Other duties as assigned.



High school diploma or equivalent

Certification and Licensing:

Not Applicable


Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

  • General knowledge of office procedures and operations.

  • Ability to accurately prepare and maintain records, files, reports and correspondence.

  • Ability to communicate effectively in both oral and written form.

  • Ability to maintain effective interpersonal relationships.

  • Ability to process and handle confidential information with discretion.

  • Skill in completing assignments accurately and with attention to detail.

  • Proficiency in computer software (i.e., Microsoft Office).

    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:


Pay Grade:


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.