Administrative Assistant

7 days ago

Coral Gables, United States The University of Miami Full time
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 using the Career worklet, please review this tip sheet.

Budgetary Responsibilities - 45%
  • Monitor revenue and expenditures, prepare monthly financial reconciliation reports, and maintain budgets on computer systems for all accounts within the Butler Center for Service and Leadership.
  • Process and maintain accurate records of all documents related to purchasing, travel, interdepartmental requisitions, business expense reimbursements, check requisitions and work orders, including accounts payable and accounts receivable.
  • Assist approximately 30 student organizations, programming boards and student leaders with procedural issues and policies relating to accounts payable/receivable and funding.
  • Responsible for Year-End and monthly closing procedures for the Butler Center.
  • Manage and reconcile Purchasing Card transactions for departmental staff.
  • Assist with all department, Student Organizations, and programming purchases.
  • Act as liaison between the Butler Center, outside vendors, agencies, and other University Departments, including faculty advisors.
  • Prepare work schedules, monitor, and approve student hours using Workday, supervise daily assigned tasks, and assist with completing semesterly performance evaluations for each student employee.
  • Assist in coordinating departmental signature and reoccurring programs.
  • Support Student Life initiatives as needed.
  • Other financial functions as needed
  • Additional duties as assigned.

Administrative Responsibilities - 30%
  • Manage the daily operations of the department, including assisting students, organizations, faculty and staff with customer service issues and information related to Butler Center for Service and Leadership programs, Student Life, and the Division of Student Affairs.
  • Responsible for the advisement and management of several of the program boards and student organizations affiliated with the Butler Center for Service and Leadership. Assist with planning and implementing events according to university policies and procedures.
  • Work with staff to hire, supervise, and evaluate 15 work-study students. Complete onboarding processes for student workers, provide supervision, and approve timecards.
  • Maintain inventory of basic office supplies for the department, and complete orders as necessary. Responsible for functioning of copier, faxes, and phones within the department.
  • Maintain office records, files, budgets, and correspondence.
  • Provide administrative support for (1) Director, (1) Associate Director, and (1) Assistant Director.
  • Prepare check requisitions for contracts for departmental events.

Programming Responsibilities - 25%
  • Assist with the coordination and administrative requirements for meetings, student focused programs, lectures, special events, etc. (Includes some weekend and evening needs.)
  • Coordinates and/or assists with the planning and implementation of large-scale, high-profile campus programs, including managing bus reservations for student organizations performing volunteer or service work in the community.
  • Work with the Butler Center Student Organizations by making purchases, approving purchases and supporting student projects.
  • Help maintain order in the fourth-floor storage room as well as the second floor storage closets.
  • Perform other duties as assigned.

Knowledge, Skills and Abilities (KSA):
  • Knowledge of MS suite (Word, Excel, PowerPoint)
  • Knowledge of routine office practices and procedures.
  • Knowledge of simple data processing and transmission principles.
  • Ability to utilize computerized information systems.
  • Ability to read and decipher data on source documents to be entered.
  • Ability to enter and verify information with accuracy and a reasonable rate of speed.
  • Ability to understand and follow oral and written instructions.
  • Skill in data entry or typing.

Education Requirements:
  • High school diploma or equivalent required; Associate's or Bachelor's degree preferred

Work Experience Requirements:
  • Three to five years of progressive related experience in an office environment. Experience in a higher education setting is highly desirable.
  • Direct experience with managing and reconciling budgets.
  • Possess computer-based technology skills with data management systems, word processing programs, and financial programs.
  • Demonstrated organizational skills in managing multiple priorities. Strong written and verbal communication, interpersonal and customer service skill

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. 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

Pay Grade:
A4Learn More

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