Administrative Assistant - Rosenstiel School

University of Miami•Miami, FL

2d•Onsite

About The Position

The Rosenstiel School of Marine, Atmospheric, & Earth Science has an exciting opportunity for a full time Administrative Assistant. This role reports to the Associate Director, Finance with a dotted line to the Department Chair and will assist with the administrative and operational functions for several Rosenstiel units. The incumbent will be an individual with strong communication and organization skills. An attention to detail and insistence on the accuracy, timeliness, reliability, and usefulness of business information will be important characteristics.

Requirements

High School diploma or equivalent and 1 years of relevant experience.
Ability to work in a complex environment with the skills to manage multiple tasks and deadlines, establish priorities, set objectives, and achieve stated goals.
Ability to work as a team or independently.
Knowledge of administrative and clerical processes.
Excellent oral and written communication skills.
Excellent computer and organizational skills.
Ability to review, enter, and verify information with accuracy and a reasonable rate of speed.
Strong customer service focus.

Responsibilities

Assist the Chairperson as needed in the daily operations of the department and provide routine and general clerical support to faculty, students, and staff.
Answer telephone, take messages, answer routine questions, and transfer calls to appropriate individuals.
Greet visitors and callers, handle their inquiries, and direct them to the appropriate person according to their needs.
Inform faculty, students, and staff regarding UM and Rosenstiel policies and ensure these policies are complied with.
Liaise with central offices to problem solve any operational issues that may arise with business processes under their responsibility.
Order and maintain office supplies, make travel arrangements, and other administrative support.
Prepare web updates for department and electronic announcements for distribution.
Organize seminars and meetings, including the coordination of any meals, amenities and/or other necessary details.
Serve as Workday Business Process Initiator for department.
Initiate hiring process for department for all employee categories and enter requisitions in Workday (new hires, temporary, courtesy appointments, international scholars, students).
Process Period Activity Pays as needed for staff and students.
Manage temporary employee assignments and terminate the assignments in Workday once it has ended.
Terminate student assignments in Workday when they have ended.
Process DS2019 (J-1 Visa’s) as needed for employees and courtesy appointments.
Assist department with scheduling interviews (travel arrangements) for advertised positions.
Assist faculty and staff with corporate card expense reconciliations and ensure that all proper documentation is provided and uploaded, while ensuring compliance with UM and Rosenstiel policies and procedures.
Maintain and update space management reports for all faculty, students, and staff within the department.
Aid with locating and securing departmental property/equipment to ensure accurate inventory reports.
Assist faculty, students, and staff with procurement business processes such as purchase order creation, change order, supplier invoices, vendor onboarding etc. to ensure that all proper documentation is provided and uploaded, while ensuring compliance with UM and Rosenstiel policies and procedures.
Follow through on submitted business processes to ensure the timely submittal, approval, and execution of purchase orders, expense reports, etc.
Handle student, faculty, and staff airline reservations and travel advance paperwork.
Be responsible for creating and sustaining a collaborative work environment where personnel are treated respectfully, ethically, and professionally at all times; responsible for building positive and productive relationships with colleagues at all levels and departments across campus.
Perform, at the highest professional level, of all other duties as may be assigned.