Administrative Assistant III, CASA

Barry University•Miami Shores, FL

12d•Onsite

About The Position

The Administrative Assistant III serves as the administrative operations coordinator for the Center for Academic Success and Advising (CASA), overseeing operational systems and processes that support the department’s daily functioning. The role coordinates student employment administration, facilities and technology operations, departmental logistics, space utilization, resource management, and high-volume customer service, and serves as a central liaison with multiple university departments. It exercises considerable independent judgment in coordinating operational priorities to ensure efficient and uninterrupted departmental operations. The position is in-person. The successful candidate’s attitude, courtesy, and helpfulness should support Barry University’s mission of fostering individual and communal transformation through learning, reflection, social justice, and collaborative service. The position coordinates day-to-day administrative operations, serves as the primary contact for visitors and university community members, manages front office traffic, and processes mail and correspondence. It administers student employee recruitment, hiring, onboarding, documentation, scheduling, payroll processes, records, compliance, and offboarding. As CASA’s technology and facilities liaison, it coordinates technology requests and inventory, maintenance requests, work orders, furniture, repairs, office moves, signage, and building-related needs. It also manages room reservations and space utilization and supports departmental meetings, events, workshops, orientations, trainings, and programming. The role collaborates with Human Resources, Information Technology, Facilities Management, Conference and Events, Financial Aid, Payroll, Purchasing, and other university departments. It performs other duties as assigned.

Requirements

3–5 years of administrative experience.
Ability to anticipate and identify problems, evaluate potential solutions, take or recommend appropriate action, determine which problems to handle independently or refer, follow up, and help resolve problems.
Ability to choose wisely among available courses of action while recognizing the impact of decisions on results.
Ability to establish priorities and complete tasks within specified timeframes while balancing day-to-day operational responsibilities.
Working knowledge of Microsoft Word, Excel, PowerPoint, Publisher, Outlook, and SharePoint, and willingness to continuously enhance skills with these and other work-related technologies.
Ability to select appropriate technology to complete tasks and projects.
Excellent organizational skills, including facilitating storage and retrieval of data, using tools and technologies to complete and refine work, and maintaining and updating Learning Center scheduling systems, records, and databases in a timely manner.
Excellent oral communication skills and ability to communicate effectively daily with current and prospective students, parents, staff, faculty, and administrators.
Pleasant and welcoming manner; clear in-person and telephone communication; clear email communication; and written communications free of grammatical, mechanical, syntactical, and spelling errors.
General understanding of Learning Center programming and university learning and academic support services, with the ability to communicate this information and refer students to appropriate personnel as needed.

Nice To Haves

Associate’s degree or Bachelor’s degree preferred.

Responsibilities

Coordinate day-to-day administrative operations to ensure efficient departmental functioning.
Serve as the primary point of contact for visitors, students, faculty, staff, and university administrators; provide customer service and direct inquiries appropriately.
Manage high-volume office traffic and front office operations.
Process departmental mail, packages, deliveries, and outgoing correspondence.
Provide cross-coverage for the Administrative Assistant III during scheduled breaks and absences.
Coordinate student employee recruitment, hiring, onboarding, employment documentation, scheduling, payroll processes, and offboarding, including Federal Work Study and other student assistant positions.
Serve as a departmental resource on student employment procedures and university policies; maintain employment records and monitor compliance with institutional requirements.
Liaise with Information Technology and coordinate equipment purchases, computer deployments, software installations, account access, telephone services, printer support, troubleshooting requests, and technology setup for new employees and workspaces.
Maintain an inventory of departmental technology resources.
Coordinate departmental room reservations and space utilization, including with Conference and Events for meeting rooms and event spaces.
Assist with scheduling and logistics for departmental meetings, trainings, workshops, and special events; monitor shared spaces for readiness.
Support the Operations Manager with planning and logistical coordination for events, workshops, orientations, trainings, and supplemental programming.
Assist with event preparation, including room setup, materials, technology coordination, catering requests, and post-event logistics.
Coordinate operational details to support successful program implementation.
Liaise with Facilities Management and coordinate maintenance requests, work orders, furniture needs, repairs, office moves, signage, and building-related issues.
Help maintain safe, functional, and welcoming office spaces.
Collaborate and communicate with internal and external stakeholders, including Human Resources, Information Technology, Facilities Management, Conference and Events, Financial Aid, Payroll, Purchasing, and other university departments.
Maintain effective communication across departmental teams to support operational efficiency.
Perform other duties as assigned.