Administrative Assistant

University of Miami • Coral Gables, FL

12d • Onsite

About The Position

The Administrative Assistant serves as an essential member of the Student Life team and has direct reporting responsibility to the Director of the Butler Center for Service and Leadership. The mission of the Butler Center is to serve as a catalyst in developing students who cultivate positive social change within their communities. Acting as a clearinghouse for all service and leadership endeavors, the Center strives to develop synergistic partnerships within the faculty, campus, local and global community to bring these fundamental concepts to fruition and integrate them further into the campus community. The Department serves as an integral part of the Division of Student Affairs and works closely with the Student Center Complex, Department of Student Activities and Student Organizations, Department of Orientation and Commuter Student Involvement, Multicultural Student Affairs, and the LGBTQ Student Center.

Requirements

• Knowledge of MS suite (Word, Excel, PowerPoint)
• Knowledge of routine office practices and procedures.
• Knowledge of simple data processing and transmission principles.
• Ability to utilize computerized information systems.
• Ability to read and decipher data on source documents to be entered.
• Ability to enter and verify information with accuracy and a reasonable rate of speed.
• Ability to understand and follow oral and written instructions.
• Skill in data entry or typing.
• Three to five years of progressive related experience in an office environment.
• Direct experience with managing and reconciling budgets.
• Possess computer-based technology skills with data management systems, word processing programs, and financial programs.
• Demonstrated organizational skills in managing multiple priorities.
• Strong written and verbal communication, interpersonal and customer service skill

Nice To Haves

• Associate’s or Bachelor’s degree preferred
• Experience in a higher education setting is highly desirable.

Responsibilities

• Monitor revenue and expenditures, prepare monthly financial reconciliation reports, and maintain budgets on computer systems for all accounts within the Butler Center for Service and Leadership.
• Process and maintain accurate records of all documents related to purchasing, travel, interdepartmental requisitions, business expense reimbursements, check requisitions and work orders, including accounts payable and accounts receivable.
• Assist approximately 30 student organizations, programming boards and student leaders with procedural issues and policies relating to accounts payable/receivable and funding.
• Responsible for Year-End and monthly closing procedures for the Butler Center.
• Manage and reconcile Purchasing Card transactions for departmental staff.
• Assist with all department, Student Organizations, and programming purchases.
• Act as liaison between the Butler Center, outside vendors, agencies, and other University Departments, including faculty advisors.
• Prepare work schedules, monitor, and approve student hours using Workday, supervise daily assigned tasks, and assist with completing semesterly performance evaluations for each student employee.
• Assist in coordinating departmental signature and reoccurring programs.
• Support Student Life initiatives as needed.
• Other financial functions as needed.
• Manage the daily operations of the department, including assisting students, organizations, faculty and staff with customer service issues and information related to Butler Center for Service and Leadership programs, Student Life, and the Division of Student Affairs.
• Responsible for the advisement and management of several of the program boards and student organizations affiliated with the Butler Center for Service and Leadership.
• Assist with planning and implementing events according to university policies and procedures.
• Work with staff to hire, supervise, and evaluate 15 work-study students.
• Complete onboarding processes for student workers, provide supervision, and approve timecards.
• Maintain inventory of basic office supplies for the department, and complete orders as necessary.
• Responsible for functioning of copier, faxes, and phones within the department.
• Maintain office records, files, budgets, and correspondence.
• Provide administrative support for (1) Director, (1) Associate Director, and (1) Assistant Director.
• Prepare check requisitions for contracts for departmental events.
• Assist with the coordination and administrative requirements for meetings, student focused programs, lectures, special events, etc. (Includes some weekend and evening needs.)
• Coordinates and/or assists with the planning and implementation of large-scale, high-profile campus programs, including managing bus reservations for student organizations performing volunteer or service work in the community.
• Work with the Butler Center Student Organizations by making purchases, approving purchases and supporting student projects.
• Help maintain order in the fourth-floor storage room as well as the second floor storage closets.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED