Administrative Assistant - Office of the Sr. Vice President for Student Affairs - Temporary
University of Miami

Coral Gables, Florida

Posted in Education and Training


This job has expired.

Job Info


Current Employees:

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GENERAL DESCRIPTION: Provides administrative support to the Office of the Vice President for Student Affairs through tasks and duties assigned by the Senior Executive Assistant to the Vice President for Student Affairs. The Administrative Assistant also provides primary administrative and budgetary support to the Assistant Vice President for Student Affairs.

PRIMARY DUTIES AND RESPONSIBILITIES:

Financial

  • Manage multiple accounts and budgets for the Office of the Vice President for Student Affairs to include purchase orders, business expense reimbursements, interdepartmental transfers, work orders, and journal entries.
  • Process and maintain accurate records of all financial invoices and statements on an monthly basis.
  • Prepare monthly account reconciliations and use independent judgement in the preparation of future monthly expense projections.
  • Assist the Assistant Vice President for Student Affairs with the processing of various contracts, agreements, and documents.
  • Assist with the annual budget planning and fiscal year end processes.
  • Collect, review and process forms requiring the signature of the Assistant Vice President for Student Affairs to include contracts, purchase requisitions, Purchasing Card expenditures, account access forms, and others as needed.
  • Assist and prepare reports as needed for the Patricia A. Whitely Student Emergency Fund.
  • Prepare various monthly reports for the Office of the Controller as needed.
  • Prepare, process and monitor the monthly fraternity and sorority suite rental and care charges.
  • Other financial functions as needed.

Administrative
  • Carry out various responsibilities as assigned by the Senior Executive Assistant with minimal supervision and utilize independent judgement, when appropriate.
  • Interact with the Ombudsperson and provide support and assistance with students and parents.
  • Manage calendars to include scheduling, planning and coordinating meetings for the Sr. Vice President, Assistant Vice President, University Ombudsperson as needed.
  • Prepare documents, reports and correspondence of a sensitive and confidential nature.
  • Clerical duties may include: compose letters and memoranda, take minutes, type correspondence, assist with mail opening and distribution as needed answer telephones, and greet incoming guests.
  • Coordinate travel arrangements and prepare travel expense reimbursements.
  • Assist the Senior Executive Assistant with the coordination of logistics for meetings, programs and conferences. Prepare organized records and budgets to support these events.
  • Delegation of office work/project tasks to student employees.
  • Assist with crisis management when appropriate.
  • Assist and participate in the biannual commencement ceremonies.
  • Assist the Assistant Vice President with various divisional organizations, campaigns and projects as directed.
  • Assume responsibilities of other office staff as needed during absences.
  • Other duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES (KSA):
  • Excellent oral and written communications skills.
  • Very organized and detail oriented.
  • Excels in a fast-paced environment.
  • Computer Skills: Knowledge and familiarity with Microsoft Office.
  • Typing: 60 WPM with 97% accuracy.
  • Proper Phone Etiquette.

EDUCATION REQUIREMENTS:
  • Associates or Bachelor's degree preferred

WORK EXPERIENCE REQUIREMENTS:
  • Three to five years of progressive related experience in managing financial processes and office support.

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:
Temporary

Pay Grade:
c103


This job has expired.

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