Administrative Assistant Jobs at University of Miami with Visa Sponsorship
Administrative Assistant jobs at University of Miami span academic departments, research centers, and administrative offices across this large research university. The university has a consistent record of sponsoring international talent in administrative functions, making it a viable target for visa-sponsored job seekers in higher education.
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If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet.
The Senior Administrative Assistant serves as a primary office resource on various processes and procedures, and therefore; is a key member of the Dean of Students Office administrative support staff. The Senior Administrative Assistant provides administrative support to the Dean, Deputy Dean, Associate Deans, and Assistant Deans and plays a vital role in the overall daily administration of business operations within the Dean of Students Office. Much of the work performed is confidential, completed with minimal to no supervision, and requires independent judgment and discretion.
Primary Duties and Responsibilities:
Core Responsibilities
- The Senior Administrative Assistant is responsible for the day-to-day administration of a broad range of office operations, including the organization and preparation of reports and projects. Interprets requests and actively helps implement actions, provides support, troubleshoots and solves problems as they arise, deciding whether the Dean should be notified of important or emergency matters.
- This position interacts with nine administrators; two staff members; three graduate assistants and supervises 3 to 7 student workers.
- Interacts regularly with parents, vendors, and all segments of the University community (students, administrators, faculty, law enforcement) responding to routine and non-routine questions and may be required to respond on the Dean’s or the office’s behalf.
- Assists the Dean in the development of materials to be provided to the UM student population and creates PowerPoint presentations and coordinates all office related training.
Personnel Responsibilities
- Assists with training of new professional staff, administrative staff, and office student employees on different systems.
- Assists in hiring/supervision Sandler Center for Alcohol and Other Drug Education Peer Educators.
- Monitors hours and maintain timesheets for Sandler Center for Alcohol and Other Drug Education Peer Educators.
- Provides Honor Council and Sandler Center for Alcohol and Other Drug Education graduate students with administrative assistance as needed.
- Provides assistance to Dean of Students, Associate Dean, and four Assistant Deans as needed with special assignments requiring collecting and organizing data which may be the basis of significant decisions.
Student Conduct Responsibilities (All Confidential)
- Along with the Deputy Dean and UMPD, collects, organizes, and analysis data for annual Clery reporting.
- Provides training on the use of Maxient to Area Directors and other users.
- Assists the Deputy Dean with maintenance and annual revision of the Students Rights and Responsibilities Handbook (i.e. edits and drafts).
- Assists Deputy Dean/Director of Student Conduct with all operational aspects of the discipline database (DOSO currently uses Maxient), including input and revision of all discipline forms used in system which is University wide. Develops reports and evaluates trends in order to provide recommendation to the Dean, Deputy Dean, Associate Deans, and Assistant Deans (i.e. must understand the data in order to develop pie charts or other formats depending on the report needed).
- Review and evaluate discipline files, especially those involving incidents which may result in suspension or expulsion in order to advise students of their status and the process.
- Has discretion in determining satisfactory completion of all sanctions assigned to students and updates Maxient accordingly. Has discretion on Placing Stops for delinquent students.
- Schedules Major and University Disciplinary Hearing Panel hearings and Dean’s Hearings. Maintains rosters of panel members, as well as recordings of all hearings with co-workers, expunge discipline files at the end of each academic semester.
- Maintains attendance/compliance records for discipline sanction workshops, including Peer-Led Alcohol Education and Values Ed Workshop.
- Sends notification to students who are required to attend workshops, fire safety classes, smoking classes, and other community service.
- Prepares discipline summary letters for transfer and graduating students.
- Responds to discipline record checks received from other UM departments.
Sandler Center for Alcohol and Other Drug Education Responsibilities
- Prepares all Sandler Center confidential files for Assistant Dean and schedule peer-led appointments.
- Maintains roster and correspond with the President’s Commission on Alcohol and Other Drug Education on behalf of Assistant Dean/Director.
- Assists as needed when ordering supplies, literature and materials.
- Makes room reservations and/or place food orders for commission meetings.
Fiscal Responsibilities
- Assists with fiscal year financial operations for the following year by reviewing expenditure-related documents for appropriateness, and compliance of potential and past expenditures. Advises management of unusual trends, funding levels and expenditures.
- Prepares and follows up on purchase requisitions, expense reimbursements and purchases orders for Assistant Deans Workday.
- Maintains up to date records of transactions and checks sent to/received/deposited by DOSO.
Alpha Lambda Delta (ALD) National Honor Society
- Secures computer download of eligible students each semester.
- Prepares letter of invitation to eligible students each semester. Supervises mass mailing to on-campus students.
- Collects dues and fees from new members.
- Attends and assist Deans in all aspects of planning for Initiation Ceremony.
- Orders all supplies, certificates and materials from the National Headquarters.
- Maintains rosters of each eligible class of new members.
- Maintains Listserv for new ALD members and sends meeting notices during academic year as instructed.
- Contacts new members in fall to distribute remaining certificates, t-shirts and pins and supervise distribution thereof.
Honor Council Office
- Assists Honor Council office and Assistant Dean during the administration of Honor Council cases including scheduling of hearings, preparation of necessary file documents, and correspondence with professors and students.
Volunteer Activities Program (Program which enables students to have discipline record removed)
- Informs and guides prospective students of requirements needed to enter program.
Veteran Student Affairs
- Assists Assistant Dean with mailings and correspondence to Veteran Students as needed.
- Maintains Listserv for Veteran students, adding and removing names when needed.
General Office Responsibilities
- Maintains calendars and itineraries for appropriate Associate/Assistant Deans.
- Reviews incoming mail and email for appropriate Associate/Assistant Deans and initiates appropriate actions.
- Establishes and implements office forms, processes, and procedures as needed.
- Answers telephone, directs calls when needed.
- Opens, dates, and directs incoming correspondence.
- Serves on Student Affairs or University committees as assigned or requested.
- Performs other general or specific duties as assigned by the Dean of Students.
Education & Work Experience Requirements (Essential Requirements):
- High school diploma or equivalent required; bachelor’s degree preferred.
- Minimum of five (5) years full-time experience; experience in a higher education environment strongly preferred.
Knowledge, Skills, and Abilities:
- Ability to be productive in a fast-paced, multi-dimensional work environment.
- Excellent written and oral communication skills.
- Must possess strong interpersonal skills, excellent listening and problem-solving skills.
- Knowledge of MS suite (Word, Excel, PowerPoint).
- Knowledge of routine office practices and procedures.
- Knowledge of and full-time experience working with databases, budgets, and sensitive documents.
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.
Job Status:
Full time
Employee Type:
Staff
Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet.
The Senior Administrative Assistant serves as a primary office resource on various processes and procedures, and therefore; is a key member of the Dean of Students Office administrative support staff. The Senior Administrative Assistant provides administrative support to the Dean, Deputy Dean, Associate Deans, and Assistant Deans and plays a vital role in the overall daily administration of business operations within the Dean of Students Office. Much of the work performed is confidential, completed with minimal to no supervision, and requires independent judgment and discretion.
Primary Duties and Responsibilities:
Core Responsibilities
- The Senior Administrative Assistant is responsible for the day-to-day administration of a broad range of office operations, including the organization and preparation of reports and projects. Interprets requests and actively helps implement actions, provides support, troubleshoots and solves problems as they arise, deciding whether the Dean should be notified of important or emergency matters.
- This position interacts with nine administrators; two staff members; three graduate assistants and supervises 3 to 7 student workers.
- Interacts regularly with parents, vendors, and all segments of the University community (students, administrators, faculty, law enforcement) responding to routine and non-routine questions and may be required to respond on the Dean’s or the office’s behalf.
- Assists the Dean in the development of materials to be provided to the UM student population and creates PowerPoint presentations and coordinates all office related training.
Personnel Responsibilities
- Assists with training of new professional staff, administrative staff, and office student employees on different systems.
- Assists in hiring/supervision Sandler Center for Alcohol and Other Drug Education Peer Educators.
- Monitors hours and maintain timesheets for Sandler Center for Alcohol and Other Drug Education Peer Educators.
- Provides Honor Council and Sandler Center for Alcohol and Other Drug Education graduate students with administrative assistance as needed.
- Provides assistance to Dean of Students, Associate Dean, and four Assistant Deans as needed with special assignments requiring collecting and organizing data which may be the basis of significant decisions.
Student Conduct Responsibilities (All Confidential)
- Along with the Deputy Dean and UMPD, collects, organizes, and analysis data for annual Clery reporting.
- Provides training on the use of Maxient to Area Directors and other users.
- Assists the Deputy Dean with maintenance and annual revision of the Students Rights and Responsibilities Handbook (i.e. edits and drafts).
- Assists Deputy Dean/Director of Student Conduct with all operational aspects of the discipline database (DOSO currently uses Maxient), including input and revision of all discipline forms used in system which is University wide. Develops reports and evaluates trends in order to provide recommendation to the Dean, Deputy Dean, Associate Deans, and Assistant Deans (i.e. must understand the data in order to develop pie charts or other formats depending on the report needed).
- Review and evaluate discipline files, especially those involving incidents which may result in suspension or expulsion in order to advise students of their status and the process.
- Has discretion in determining satisfactory completion of all sanctions assigned to students and updates Maxient accordingly. Has discretion on Placing Stops for delinquent students.
- Schedules Major and University Disciplinary Hearing Panel hearings and Dean’s Hearings. Maintains rosters of panel members, as well as recordings of all hearings with co-workers, expunge discipline files at the end of each academic semester.
- Maintains attendance/compliance records for discipline sanction workshops, including Peer-Led Alcohol Education and Values Ed Workshop.
- Sends notification to students who are required to attend workshops, fire safety classes, smoking classes, and other community service.
- Prepares discipline summary letters for transfer and graduating students.
- Responds to discipline record checks received from other UM departments.
Sandler Center for Alcohol and Other Drug Education Responsibilities
- Prepares all Sandler Center confidential files for Assistant Dean and schedule peer-led appointments.
- Maintains roster and correspond with the President’s Commission on Alcohol and Other Drug Education on behalf of Assistant Dean/Director.
- Assists as needed when ordering supplies, literature and materials.
- Makes room reservations and/or place food orders for commission meetings.
Fiscal Responsibilities
- Assists with fiscal year financial operations for the following year by reviewing expenditure-related documents for appropriateness, and compliance of potential and past expenditures. Advises management of unusual trends, funding levels and expenditures.
- Prepares and follows up on purchase requisitions, expense reimbursements and purchases orders for Assistant Deans Workday.
- Maintains up to date records of transactions and checks sent to/received/deposited by DOSO.
Alpha Lambda Delta (ALD) National Honor Society
- Secures computer download of eligible students each semester.
- Prepares letter of invitation to eligible students each semester. Supervises mass mailing to on-campus students.
- Collects dues and fees from new members.
- Attends and assist Deans in all aspects of planning for Initiation Ceremony.
- Orders all supplies, certificates and materials from the National Headquarters.
- Maintains rosters of each eligible class of new members.
- Maintains Listserv for new ALD members and sends meeting notices during academic year as instructed.
- Contacts new members in fall to distribute remaining certificates, t-shirts and pins and supervise distribution thereof.
Honor Council Office
- Assists Honor Council office and Assistant Dean during the administration of Honor Council cases including scheduling of hearings, preparation of necessary file documents, and correspondence with professors and students.
Volunteer Activities Program (Program which enables students to have discipline record removed)
- Informs and guides prospective students of requirements needed to enter program.
Veteran Student Affairs
- Assists Assistant Dean with mailings and correspondence to Veteran Students as needed.
- Maintains Listserv for Veteran students, adding and removing names when needed.
General Office Responsibilities
- Maintains calendars and itineraries for appropriate Associate/Assistant Deans.
- Reviews incoming mail and email for appropriate Associate/Assistant Deans and initiates appropriate actions.
- Establishes and implements office forms, processes, and procedures as needed.
- Answers telephone, directs calls when needed.
- Opens, dates, and directs incoming correspondence.
- Serves on Student Affairs or University committees as assigned or requested.
- Performs other general or specific duties as assigned by the Dean of Students.
Education & Work Experience Requirements (Essential Requirements):
- High school diploma or equivalent required; bachelor’s degree preferred.
- Minimum of five (5) years full-time experience; experience in a higher education environment strongly preferred.
Knowledge, Skills, and Abilities:
- Ability to be productive in a fast-paced, multi-dimensional work environment.
- Excellent written and oral communication skills.
- Must possess strong interpersonal skills, excellent listening and problem-solving skills.
- Knowledge of MS suite (Word, Excel, PowerPoint).
- Knowledge of routine office practices and procedures.
- Knowledge of and full-time experience working with databases, budgets, and sensitive documents.
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.
Job Status:
Full time
Employee Type:
Staff
Tips for Finding Administrative Assistant Jobs at University of Miami
Tailor your resume to university operations
Administrative Assistant roles at University of Miami often require experience with academic calendars, faculty support, and institutional systems like Banner or Workday. Frame your credentials around those environments, not generic office administration.
Target department-level postings directly
University of Miami hires Administrative Assistants across dozens of schools and research units. Postings in the medical campus, Rosenstiel School, or research centers often have distinct hiring timelines, so monitor departmental job boards alongside the central careers portal.
Clarify sponsorship eligibility before applying
Universities distinguish between OPT, CPT, H-1B, and TN eligibility by role classification. Confirm whether the specific posting is classified as a specialty occupation, since that determination affects H-1B eligibility for administrative positions at USCIS.
Use Migrate Mate to filter sponsored roles
Administrative Assistant openings at large universities can be hard to sort by sponsorship availability. Use Migrate Mate to filter University of Miami postings specifically by your visa type, so you're only spending time on roles that match your authorization.
Understand the PERM timeline for permanent sponsorship
If your goal is an employment-based Green Card through EB-2 or EB-3, know that PERM labor certification through DOL can take a year or more before your employer can file an immigrant petition. Start that conversation early in the offer process.
Negotiate your start date around I-129 filing windows
H-1B cap-subject filings open in April and have strict effective date rules. If you're transitioning from OPT or another status, align your proposed start date with your employer's HR team so the I-129 petition reaches USCIS before your current authorization lapses.
Frequently Asked Questions
Does University of Miami sponsor H-1B visas for Administrative Assistants?
University of Miami does sponsor H-1B visas, but eligibility for administrative roles depends on whether the specific position qualifies as a specialty occupation under USCIS standards. Roles requiring a bachelor's degree in a directly related field are more likely to qualify. If you're applying for an Administrative Assistant posting, confirm the role's classification with HR before assuming H-1B sponsorship is available.
How do I apply for Administrative Assistant jobs at University of Miami?
Applications go through the University of Miami's official careers portal at umiami.edu. Most postings require a resume, cover letter, and references. You can also browse open Administrative Assistant roles filtered by visa sponsorship type on Migrate Mate, which makes it easier to identify which postings align with your specific immigration status before you apply.
Which visa types does University of Miami commonly sponsor for Administrative Assistant roles?
University of Miami sponsors several visa categories for administrative staff, including H-1B, TN visa for Canadian and Mexican nationals, J-1 visa for qualifying exchange visitors, and F-1 OPT and CPT for current international students. For longer-term employment, the university has also supported EB-2 and EB-3 Green Card pathways through PERM labor certification for eligible staff roles.
What qualifications are typically expected for Administrative Assistant roles at University of Miami?
Most postings expect a bachelor's degree or equivalent, proficiency with office software, and experience supporting senior staff or academic departments. Roles tied to research centers or medical campus units may require familiarity with grants administration or compliance procedures. Candidates with a background in higher education support, patient coordination, or faculty-facing administration tend to be more competitive for these positions.
How do I plan my timeline if I need visa sponsorship for an Administrative Assistant role at University of Miami?
If you're on F-1 OPT, your authorization window sets your deadline for securing an employer willing to file an H-1B or extend your status. Cap-subject H-1B petitions can only take effect on October 1 following an April filing period, so factor that gap into your offer negotiations. TN status for qualifying Canadian and Mexican nationals can be obtained at the border or port of entry with an offer letter and role documentation, which is a faster path if you're eligible.