Office Assistant

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The Rosenstiel School of Marine, Atmospheric and Earth Science at ht University of Miami has an exciting position for an Office Assistant. The Office Assistant provides essential administrative and operational support to ensure the smooth functioning of the Business Office and related administrative areas. This role involves managing office supplies and merchandise inventory, coordinating mail and package delivery, assisting with shipping and receiving operations, supporting event logistics, and maintaining accurate records, including long-term financial documentation. The position requires strong organizational skills, attention to detail, and the ability to collaborate with multiple departments across campus.

Supply & Merchandise Management

• Order, track, and maintain office supplies for the Business Office and other administrative areas.
• Oversee inventory of all merchandise and supplies across campus, ensuring accurate records and timely replenishment.
• Coordinate with vendors for procurement and delivery.

Mail, Shipping & Receiving

• Assist with receiving, sorting, and delivering mail and packages across campus.
• Support the shipping and receiving area by logging incoming and outgoing shipments, ensuring proper handling and distribution.

Event Support

• Collaborate with Facilities and other units to set up and dismantle events, meetings, and conferences.
• Coordinate logistics such as furniture arrangement, AV equipment, and other event needs.

Record-Keeping Assistance

• Maintain organized filing systems (physical and digital) for administrative and financial records.
• Create and manage backup folders and documentation for over 15 years of financial data, ensuring compliance with retention policies.

QUALIFICATIONS

• High School Diploma or equivalent/relevant experience
• Minimum 1 year of relevant experience required
• Ability to work in a complex environment with the skills to manage multiple tasks and deadlines, establish priorities, set objectives, and achieve stated goals
• Ability to work as a team or independently
• Excellent organizational skills 
• Strong customer service focus 
• Ability to lift (50 pounds) and move packages and assist with event setups.
• Two to four years of progressively responsible experience preferred. 

CORE JOB SUMMARY
The Office Assistant supports the office operations by receiving and distributing communications, maintaining supplies and equipment, picking up and delivering items, and responding to general requests.

CORE JOB FUNCTIONS
1. Sorts and distributes communications in a timely manner.
2. Serves as back up to other support staff in the office.
3. Creates and updates records ensuring the accuracy and validity of information.
4. Schedules and organizes office appointments, meetings, and events, as needed.
5. Troubleshoots office equipment and advises leadership of any technical issues.
6. Answers, routes, and transfers calls, responding to routine questions as appropriate.
7. Uses a computer to enter data, sort and gather information.
8. Organizes and maintains office filing and storage systems; retrieves information as appropriate.
9. Maintains the cleanliness of the office.
10. Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS
Education:
High School Diploma or equivalent/relevant experience, certification or license

Experience:
Minimum 1 year of relevant experience required

Certification and Licensing:
Refer to department description for applicable certification requirements

Knowledge, Skills and Abilities:

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job.

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida.

With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally.

We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service.

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 here for additional information.

Job Status:

Full time

Employee Type:

Staff