Administrative Assistant - School of Law

Hybrid – Coral Gables, FL

Position Summary:

The Administrative Assistant serves as faculty support for Law School Professors, Adjunct Professors, and Visiting Professors. The role reports to the Office Manager and the Law School HR Director, providing detail‑oriented, organized clerical support and covering other Administrative Assistants during absences.

• Support six to nine full‑time faculty members, adjunct faculty, and visiting professors, handling confidential materials and meeting deadlines.
• Provide Zoom meeting technical assistance to faculty and address student support issues.
• Process faculty travel, dues, memberships, and event reimbursements through Workday.
• Collect, organize, and analyze data for faculty instruction and student assignment submissions; create reports and grades breakdowns.
• Prepare class material packets, including syllabi and handouts; manage course files and student assignment records.
• Coordinate with the Law Library for reference requests and retrieve cases/articles via Westlaw; maintain Blackboard and TWEN course pages.
• Create classroom seating charts, reserve rooms, and schedule meeting logistics with campus offices.
• Prepare and mail student absence logs in Excel; monitor class attendance and reconcile absences.
• Serve as liaison between faculty and students, answering questions, relaying communications, and setting appointments.
• Maintain exam confidentiality: type, proofread, copy, and deliver exams; reconcile exams and assist with final grading.
• Provide high‑volume printing, photocopying, faxes, scanning, and transcription services.
• Coordinate faculty travel arrangements and submit reimbursements; complete electronic purchase orders via Workday.
• Offer excellent customer service to visitors, students, and faculty; answer calls and handle general inquiries.
• Place textbook and publisher orders; maintain faculty online profiles and upload or update content relating to publications and conferences.
• Provide support for faculty in external and internal committees, preparing materials and arranging meetings.

• High school diploma and three years of work‑related experience.
• Excellent written and verbal customer service skills.
• Ability to multi‑task across multiple projects.

• Proficient in MS Word (including mail merge, pagination, tracking, and Blue Book citation features).
• Advanced knowledge of Excel for grading spreadsheets.
• Strong understanding of Outlook, Internet research, and basic data processing.
• Experience with transcribing and routine office practices.
• Ability to enter and verify information accurately and efficiently.
• Capability to comprehend and follow written and oral instructions.
• Familiarity with computerized information systems.

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