Administrative Assistant

University of Miami•Coral Gables, FL

37d

About The Position

The Lesbian, Gay, Bisexual, Transgender, Queer/Questioning (LGBTQ) Student Center will contribute to the University’s priority of building a culture of belonging through support and advocacy services, education, training, and social and educational programming. The Center serves as the H.E.A.R.T. of our community. We use a holistic approach to educate and advocate for our LGBTQIA+ students using restorative practices that transform their lives. The Administrative Assistant serves as an essential member of the Student Life team and has direct reporting responsibility to the Director of the LGBTQ Student Center. The department serves as an integral unit within the Division of Student Affairs and works in partnership with the Shalala Student Center Complex and the Gender and Sexuality Studies program. The Center also interfaces and collaborates with departments within Student Life: Department of Orientation and Commuter Student Involvement, Multicultural Student Affairs, Student Activities and Student Organizations, and the William R. Butler Center for Service and Leadership.

Requirements

Ability to be productive in a fast-paced, multi-dimensional work environment
Excellent written and oral communication skills.
Must possess strong interpersonal skills, excellent listening and problem-solving skills.
Knowledge of MS suite (Word, Excel, PowerPoint)
Knowledge of routine office practices and procedures.
Demonstrated strength in the following soft skill sets: Team player, a strong work ethic, a critical thinker, and a good problem solver.
High school diploma or equivalent required
Three (3) to five (5) years of progressive related experience in an office environment.
Direct experience with managing and reconciling budgets.

Nice To Haves

associate or bachelor’s degree preferred.
Experience in a higher education setting is highly desirable.

Responsibilities

Office Management Oversee daily departmental operations, including space management and supply inventory.
Responsible for the proper functioning and upkeep of all office systems including but not limited to: the copier, faxes, office computers, phones, television, and staff technology needs within the department.
Serve as the primary contact for inquiries, providing customer service to students, families, faculty, and staff.
Manage departmental email accounts and correspondence, ensuring timely responses and follow-up.
Collect and prepare data for reports.
Assist in the preparation of various reports (monthly, annual, etc.)
Maintain and upkeep office records, files, budgets, and correspondence.
Fiscal Management Monitor budgets, revenue, and expenditures; prepare monthly financial reports.
Reconcile receipts and manage purchasing, travel, and reimbursements.
Coordinate with Purchasing, Accounts Payable, and Disbursements to ensure proper processing of goods and services.
Support fundraising and sponsor/donor activities under the Senior Director’s guidance.
Manage departmental financials using Workday Finance.
Student Employee Management Oversee hiring, onboarding, scheduling, and payroll for student employees in collaboration with the Assistant Directors.
Manage personnel processes through Workday Human Resources.
Project Management Coordinate departmental projects and events, including Rainbow Carnival, Alumni Reception & Recognition, signature events, and LGBTQ student group events.
Organize sponsor/vendor fairs and fulfill sponsorship benefits.
Contribute to strategic planning and collaborative partnerships.
Provide calendar scheduling support for department leadership.
Perform additional duties as assigned.