Pre-College Administrative Assistant

1 day 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.

Job Description - Seasonal Part Time

Pre-College Administrative Assistant

CORE JOB SUMMARY

The Administrative Assistant performs a variety of clerical functions and office support activities for the assigned department(s) to facilitate the efficient operations of the office.

CORE JOB FUNCTIONS

Supports department and/or department leadership with daily clerical tasks. Collects, reviews, analyzes complex and/or confidential data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes non-routine, priority, or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of department leadership. Answers phone calls, provides information to callers, or connects callers to appropriate staff. Composes and corresponds, such as informative materials; creates spreadsheets and presentations. Develops and maintains department filing system (box, SharePoint, etc.) Adheres to University and unit-level policies and procedures and safeguards University assets. This position is part-time and remote with a flexible schedule upon approval of Assistant Dean and per program needs.

DEPARTMENT SPECIFIC FUNCTIONS

Administrative, Hiring, Payroll & HR

Develops, modifies, sends, tracks, and files the following documents:
  • Faculty course proposal forms
  • Faculty additional job agreements
  • Honorariums
  • Residential student staff agreements
  • Teaching Assistant agreements
  • Scholarship Agreements

Hire students into Workday. Conduct and track Payroll for CAs, TAs, Student Instructors, and Guest Speakers with budget office. Track HR Clearances (Level II & Child Abuse and Neglect certificate) for Faculty, CAs, TAs, and Pre-College staff. Covers incoming communications (phones and inboxes) and conducts outreach as needed.

Faculty Communications and Course Scheduling

Maintains faculty and course list and tracks faculty documents. Provides course schedulers with course information to be listed in Course Leaf. Manage faculty requests for all class materials outside of textbook requests. Collects syllabi from faculty and maintains syllabi library. Liaison with bookstore, submits textbook purchase requestion, reconciles invoice, and submits documents to process payment.

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

Experience:

Minimum 1 year of relevant experience

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:
Part time

Employee Type:
Temporary-Intermittent

Pay Grade:
A4

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