Administrative Assistant

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.

Department Specific Functions

Provides staff support for academic activities, special events, and general office support for the department. Works under the direction of the department manager to ensure compliance of University, College of Arts and Sciences, and department policies and procedures. Reconciles operating budget for select accounts. Position requires strong interpersonal communication skills, web design and spreadsheet/database software knowledge as well as Microsoft Office. The work described below can span across multiple academic departments within the college. Specific duties include:

Department Lectures, Conferences and Seminars/Coordinator for Special Events:

Provide administrative support for departmental programs, departmental and class lectures, conferences, colloquia, and special events to the chairpersons/directors of said events i.e. Symposium, Latin American Cities Conference, CIR 17 (Seventeenth-century French Literatures Studies Conference), Annual Graduate Student Conferences, and Departmental events and meetings (such as the Annual Orientation, End of the Year Events, Monthly departmental meetings, student awards, honor society ceremonies). Events often include evening or weekend assignments.

Assist Departments with faculty searches for new hires, departmental calendars for events, meetings, room reservations, etc

Organizes (in collaboration with the Departmental Chairs and Associate Chairs) Department orientations every Fall: reserve rooms, revise orientation manual, design power points for plenary sessions, order food if needed, take care of all logistics.

Coordinates with other university agencies to secure meeting rooms and reception space, i.e., Wellness Center, Lowe Art Museum, Storer Auditorium, as well as outside agencies, i.e., hotels.

Responsible for execution of events e.g. catering, space, and logistics for guests, and communicating with internal and external vendors.

Design and distribute e-mail blasts with flyers and conference programs including MRB Call for Papers.

Initiate and process all paperwork for guest speakers and lecturers, including honoraria, accommodation and travel arrangements, and reimbursements. Resolve problems when necessary.

Process reimbursements for conference/lecture expenses, including post-lecture dinners.

Collect student membership fees for honorary societies and clubs. Deposit checks/cash for conference registration fees.

Processes and tracks expenses associated with departmental events, conferences, lectures, and sponsorships.

Plan and organize Departmental Undergraduate and Graduate recognition ceremonies. Prepare award certificates and ceremony programs. Work with faculty on selection of student award recipients and processing awards.

Computer/Website Support/Outreach:

Maintain departmental webpages. Update existing web pages of faculty profiles by exporting information from faculty CV, course descriptions, departments calendar of events, and other pages as necessary.

Assist in design web pages for new faculty each academic year. Gather photographs of individuals and publications.

Provides coordination to departments directors for content of Bulletin, Departments Orientation Packet and other documents disseminated by departments, (hours allocated to this task are primarily over the summer in preparation of fall semester).

Act as a liaison with CAS IT and College webmaster.

Coordinates outreach programs and communications with alumni and community stakeholders.

General Office Support:

Assist in any special projects for departments faculty such as enrollment statistics, course surveys, new course promotion, etc.

Collects Departments faculty office hours and keeps accurate log.

Assist in supervision of student assistants. Assign specific duties accordingly, and ensure tasks are completed accurately and in a timely manner.

Main Office assistance, i.e., answer phones, answer routine questions, and refer visitors to appropriate individual.

Provide general assistance to faculty as possible and appropriate.

Assist in the maintenance of Departments office equipment (copy, fax, coffee machines, etc.).

Responsible for tracking and ordering departments supplies (i.e. paper, coffee, etc.)

Collect and distribute departments mail.

Financial Assistant:

Reconciles operating budget for designated accounts and other fiscal management responsibilities as necessary/appropriate. Prepares summaries for monthly review with departments manager.

Under the direction of the fiscal manager, assist in the preparation of Workday financial processes i.e. PO's, expense reports, procurement, work orders, check requisitions, deposits, etc., for the department. Responsible for accuracy, timeliness, and compliance with departmental, college and university policies and procedures.

Processes and tracks expenses associated with departments events, conferences, lectures, and sponsorships.

Prepares financial reporting on additional department accounts for forecasting and planning purposes for upcoming academic year.

Other duties as assigned. 5%

The above statements are intended to describe the general nature and primary responsibilities of this job classification. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills & abilities required for a job. This a job profile description and not all duties may be assigned to a specific position each individual department.

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.

Minimum Qualifications:

Education: High school diploma or equivalent

Experience: Minimum 1 year of relevant experience. Any relevant education, certifications and/or work experience may be considered.

Knowledge, Skills and Attitudes:

• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports and correspondence.
• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to process and handle confidential information with discretion.
• Skill in completing assignments accurately and with attention to detail.
• Proficiency in computer software (i.e., Microsoft Office).

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.

Job Status: Full time

Employee Type: Staff

Pay Grade: A4