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Administrative Assistant

2 months ago

Coral Gables, Florida, United States The University of Miami Full time
Job Summary:

This is an exciting opportunity to join the University of Miami as an Administrative Assistant in the Department of Aerospace Studies. As a key member of the team, you will provide administrative support to the Executive Director, Finance, and ensure compliance with university, college, departmental, program, and Air Force policies and procedures.

Key Responsibilities:

• Serve as a liaison between the chairperson, faculty, staff, central administrative offices, students, parents, the general community, and governmental offices.
• Coordinate the preparation of departmental course schedules and enrollment management.
• Schedule advising/faculty appointments and maintain student files and ACE reports.
• Coordinate student evaluation material distribution and collection, and assist faculty with materials for classes.
• Assist with preparation and mailing of brochures and materials, and updating of official University materials.
• Monitor curricula material orders, through HQ AFROTC, for all classes and reserve material in the library as needed.
• Assist with revisions to bulletin and program handouts, and maintain online and departmental databases regarding applicants, students, and alumni.

Departmental Management:

• Manage the day-to-day administrative function of the department, evaluating needs, prioritizing, and delegating work as required to meet objectives and deadlines.
• Provide administrative clerical, and secretarial support for faculty and chairperson, coordinating scheduling, preparing agendas, and ensuring that appropriate enclosures and supporting documents are provided.
• Respond to routine inquiries from various constituencies or direct to appropriate individuals within the department.
• Responsible for all aspects of cadet uniform procurement, including knowledge of AFROTC regulations and forms, maintaining a vendor list, issuing uniforms to cadets, and responsible for appropriate disposal of used uniforms.
• Direct supervision of student assistants, monitoring attendance, performance, and workflow, establishing priorities, and ensuring that tasks are assigned to appropriate individuals.
• Coordinates all personnel actions and paperwork for the department, ensuring that all required supporting material has been received prior to beginning of work assignments.
• Departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained.

Fiscal Management:

• Assist the chair with the management of the department's business affairs and budget control, overall responsibility for fiscal management of all accounts, including uniform commutation accounts.
• Must comply with University and Federal regulations, analyzing and monitoring accounts using Workday, responsible for expenditure control, supervising all purchases and reimbursements for the department.
• Reconcile expenses in assigned driver(s), follow-up on problems, incorrect charges, etc., conducts periodic review of program's financial status, based on review of financial reports and summaries.
• Prepares journals, expense reports, requisitions, work orders, check requisitions, etc., responsible for accuracy, timeliness, and compliance with departmental, college, and university policies and procedures.
• Responsible for office supplies, places orders, keeps inventory, etc., and maintains files and logs for all financial documents, maintains archival files.

Faculty & Staff Support:

• Compiles support materials for faculty review, must be thoroughly familiar with and ensures compliance with all departmental, college, university, and Air Force policies and procedures.
• Oversees and follows up on teaching evaluation process (student and Air Force Education Officer evaluations) in accordance with established departmental policy, notifies candidates and evaluators of required reviews and suspenses, ensures appropriate paperwork is submitted.
• Assists the AFROTC Unit Admissions Officer with all detachment recruiting efforts, promotes Air Force career and scholarship opportunities to students, faculty, and administrators, updates prospective cadet lead lists.
• Manages the interview process for the Air Force ROTC College Scholarship Program, schedules and assigns applicant interviews, processes and tracks scholarship paperwork, ensures AFROTC headquarters suspense's are met, notifies applicants of scholarship results, coordinates with Air Force recruiters and Air Force Academy Liaison Officers for scholarship presentations at local high schools.

Other Duties:

Other duties as assigned.

Minimum Qualifications:

• High school diploma
• Minimum one year of relevant work experience. Any relevant education, certifications, and/or work experience may be considered.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
A4