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Administrative Assistant for the Office of Undergraduate Admission

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University of Miami

22d ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
  • Coral Gables
  • Quick Apply

AI generated summary

  • You must have MS Suite skills, strong organizational and customer service abilities, attention to detail, and one year of relevant experience. Familiarity with F-1 immigration and FERPA is preferred.
  • You will evaluate immigration documents, enter data into databases, provide administrative support, respond to inquiries, schedule meetings, process reconciliations, and assist with admission events.

Requirements

  • - Knowledge and ability to use MS Suite (Word, Excel, PowerPoint) required.
  • - Excellent organizational, time management, and customer service skills are required.
  • - Ability to analyze complex facts, exercise initiative, and have discreet judgment when dealing with complex issues is required.
  • - Ability to verify the data and enter it into databases with accuracy, attention to detail, and a reasonable rate of speed is required.
  • - Ability to communicate, understand, and follow verbal and written Business English instructions is required.
  • - Knowledge of U.S. Department of Homeland Security and U.S. Department of State documents and procedures related to F-1 immigration statuses is preferred.
  • - Knowledge of ISSM, a web-based case management system that allows schools to interface with SEVIS electronically, is preferred.
  • - Knowledge of the Family Educational Rights and Privacy Act (FERPA) policies and procedures is preferred.
  • - High School diploma or equivalent. Bachelor's degree preferred.
  • - One year of relevant work experience required. Three to five years of progressive-related experience is preferred.
  • - Prior work experience in a university setting is preferred. Any relevant education, certifications and/or work experience may be considered.

Responsibilities

  • Evaluates immigration documents for the Form I-20 issuance process for new students while ensuring compliance with federal regulations and reporting requirements.
  • Completes deadline-driven assignments requiring the collection of data and enters data into electronic databases, such as ISSM, which interfaces with the U.S Department of Homeland Security's (DHS) and U.S. Department of State's Student and Exchange Visitor Information System (SEVIS), the U.S. government's electronic database and tracking system for international students and dependents in F status.
  • Performs clerical and administrative support functions, which include Word processing to produce and edit documents and reports, operating electronic mail and databases, maintaining confidential information, entering data, and maintaining departmental records and shared files. In addition, they will be updating forms, departmental contact information, materials, and ISSM templates to prepare for the Form I-20 issuance cycle.
  • Acts as a resource to provide information for international students and administrative staff by responding to a wide range of complex telephone and e-mail inquiries presented by international students, families, and other University of Miami departments.
  • Provides daily support to the Admission Manager with clerical duties and assignments.
  • Schedules meetings and takes detailed minutes as needed.
  • Processes reconciliations in WorkDay for Procurement Cards and Travel Cards, as well as invoices, according to the information provided by the Admission Manager.
  • Provide support during on-campus admission events (open houses, admitted student events, etc.)
  • Other duties as assigned by the Office of Undergraduate Admission.

FAQs

What is the primary responsibility of the Administrative Assistant for the Office of Undergraduate Admission?

The primary responsibility is to support the Office of Undergraduate Admission in ensuring institutional compliance with the U.S. Department of Homeland Security, which includes evaluating immigration documents, data management, and providing administrative support.

Is prior experience in a university setting required for this position?

While prior work experience in a university setting is preferred, it is not strictly required. Relevant education and certifications may also be considered.

What type of skills are necessary for this role?

Necessary skills include proficiency in MS Suite (Word, Excel, PowerPoint), excellent organizational and time management abilities, strong customer service skills, and the capacity to analyze complex information with attention to detail.

What education qualifications are needed for this position?

A high school diploma or equivalent is required, with a preference for a bachelor's degree.

How many years of relevant work experience are required?

One year of relevant work experience is required, with three to five years of progressive-related experience preferred.

Are there opportunities for career advancement in this position?

The job does not specify career advancement opportunities, but working in a university setting often allows for networking and potential growth within the institution.

What kind of training will I receive as part of this role?

The job description does not specify training details, but familiarity with immigration regulations and systems like ISSM and SEVIS will be beneficial and may be part of the onboarding process.

Will I be required to attend events on-campus?

Yes, the Administrative Assistant will provide support during on-campus admission events, such as open houses and admitted student events.

What is a Designated School Official (DSO)?

A Designated School Official (DSO) is responsible for overseeing the administration of F-1 visa programs for international students and ensuring compliance with related immigration regulations.

Can I apply for this position if I don't have knowledge of U.S. immigration regulations?

While knowledge of U.S. immigration regulations and related forms is preferred, it is not mandatory. However, the successful candidate should be willing to learn and become familiar with these requirements.

University of Miami

Education
Industry
5001-10,000
Employees
1925
Founded Year

Mission & Purpose

At UM you'll join a diverse and energized academic community. Engaged in more than 180 academic programs and majors, undergraduate & graduate students come from across the nation and around the world to pursue their passions and set a course for future success.