Administrative Assistant

Administrative Assistant – LGBTQ Student Center (Full time, Staff)

• Oversee daily departmental operations, including space management and supply inventory.
• Responsible for the proper functioning and upkeep of all office systems including the copier, fax machine, office computers, phones, television, and staff technology needs within the department.
• Serve as the primary contact for inquiries, providing customer service to students, families, faculty, and staff.
• Manage departmental email accounts and correspondence, ensuring timely responses and follow-up.
• Collect and prepare data for reports and assist in the preparation of various reports (monthly, annual, etc.).
• Maintain and upkeep office records, files, budgets, and correspondence.

• Monitor budgets, revenue, and expenditures; prepare monthly financial reports.
• Reconcile receipts and manage purchasing, travel, and reimbursements.
• Coordinate with Purchasing, Accounts Payable, and Disbursements to ensure proper processing of goods and services.
• Support fundraising and sponsor/donor activities under the Senior Director’s guidance.
• Manage departmental financials using Workday Finance.

• Oversee hiring, onboarding, scheduling, and payroll for student employees in collaboration with the Assistant Directors.
• Manage personnel processes through Workday Human Resources.

• Coordinate departmental projects and events, including Rainbow Carnival, Alumni Reception & Recognition, signature events, and LGBTQ student group events.
• Organize sponsor/vendor fairs and fulfill sponsorship benefits.
• Contribute to strategic planning and collaborative partnerships.
• Provide calendar scheduling support for department leadership.
• Perform additional duties as assigned.

• Ability to be productive in a fast‑paced, multi‑dimensional work environment.
• Excellent written and oral communication skills.
• Strong interpersonal skills, excellent listening and problem‑solving skills.
• Knowledge of MS Office (Word, Excel, PowerPoint).
• Knowledge of routine office practices and procedures.
• Demonstrated strength in team‑work, a strong work ethic, critical thinking, and problem‑solving.

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Three to five years of progressive related experience in an office environment; experience in a higher education setting is highly desirable.
• Direct experience with managing and reconciling budgets.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click for additional information.