Administrative Assistant

Administrative Assistant

CARLOS ALBIZU UNIVERSITY - 4.0

Miami, FL Job Details Full-time 1 day ago Benefits Disability insurance Health insurance Life insurance Retirement plan Qualifications Productivity software

Full Job Description Position:

Administrative Assistant Department:

Office of Students Affairs Location:

Miami Campus (In-Campus) Albizu University is a higher education institution committed to academic excellence, mental health training, and service to diverse communities, integrity, compliance and continuous improvement. We are looking for professionals who wish to contribute to an institutional culture based on integrity, compliance and continuous improvement.

MAIN FUNCTION

The Administrative Assistant position within the Student Affairs department will provide essential administrative support to ensure the smooth functioning of the department and contribute to a dynamic, student-centered environment. This position supports both the Student Affairs and Administrative operations of the campus, assisting leadership in coordinating departmental functions, events, and compliance-related processes. It offers the opportunity to engage with faculty, staff, and students while contributing to the delivery of high-quality student services.

REQUIREMENTS

Bachelor's degree in business administration, Office Management, or a related field preferred; Associate degree or High School Diploma (or equivalent) required. 1-3 years of administrative or clerical experience, preferably in an educational environment. Proficient with Microsoft Office Suite and experience with relevant software systems. Strong organizational and time management skills with the ability to handle multiple tasks and prioritize effectively. Excellent verbal and written communication skills, with a professional demeanor. Ability to maintain confidentiality and handle sensitive information with discretion. Customer service-oriented with a friendly and approachable attitude. Ability to work independently as well as part of a team. Problem-solving skills to address and resolve administrative issues. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Ability to travel to various university events and navigate to all areas of the campus.

RESPONSIBILITIES

Provide comprehensive administrative support to departmental and administrative leadership, including managing calendars, scheduling meetings, and handling correspondence. Prepare and maintain documents, reports, and files related to various departmental and administrative processes. Create and manage requisitions for office supplies and departmental needs. Answer phone calls, respond to emails, and address inquiries from students, parents, faculty, and staff. Assist with the receipt, review, and processing of requests and supporting documents. Coordinate communication with students and stakeholders, ensuring timely updates on the status of their requests and concerns. Maintain accurate records of inquiries, responses, and related documentation. Enter and update data in relevant databases and systems. Generate and distribute reports related to departmental metrics and engagement. Assist in organizing and coordinating campus events, workshops, and information sessions. Prepare materials and documentation for meetings and events. Provide excellent customer service by addressing inquiries and resolving issues related to university services. Facilitate communication with other departments to ensure positive student and administrative experience. Support both Student Affairs and Administrative functions to ensure alignment with institutional priorities. Ensure compliance with institutional policies and procedures. Assist with the preparation and submission of reports required for internal and external audits. Coordinate and support departmental and administrative meetings, including preparation of agendas and meeting minutes. Assist with special projects and other tasks as assigned by campus leadership. Stay updated on the best administrative practices to provide informed and efficient support. Benefits begin on the first day of the month following 90 days of employment:

Medical Insurance:

participation in the group medical plan; with institutional contribution to insurance premium.

Retirement Plan:

Employer contribution of 5% of annual base salary.

Life Insurance:

Coverage equal to two (2) times the annual base salary; Optional supplemental coverage available. Short- and long-term disability insurance. Tuition discount for employees and family members. Faculty professional development.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Albizu University complies with Federal and State equal employment opportunity laws; qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non-job-related disability, or any other protected group status.