Administrative Assistant

Carlos Albizu University - Miami, FL

Full-time - Entry Level

Miami, FL

Educational Services

About the position

The Administrative Assistant at Albizu University plays a crucial role in providing essential administrative support across various departments, contributing to the effective functioning of the university. This position is ideal for individuals who thrive in a dynamic academic environment that values collaboration and support.

Responsibilities

• Provide comprehensive administrative support to departmental leadership, including managing calendars, scheduling meetings, and handling correspondence.
• Prepare and maintain documents, reports, and files related to various departmental 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 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 between departments and stakeholders to ensure a positive experience for all involved.
• 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 meetings, including preparation of agendas and meeting minutes.
• Assist with special projects and other tasks as assigned by departmental leadership.
• Stay updated on administrative best practices to provide informed support.

Requirements

• Bachelor's Degree in Business Administration, Office Management, or a related field preferred; Associate's 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.