Sr. Administrative Assistant (A)

University of Miami•Coral Gables, FL

23h•Onsite

About The Position

The Senior Administrative Assistant serves as a primary office resource on various processes and procedures, and therefore; is a key member of the Dean of Students Office administrative support staff. The Senior Administrative Assistant provides administrative support to the Dean, Deputy Dean, Associate Deans, and Assistant Deans and plays a vital role in the overall daily administration of business operations within the Dean of Students Office. Much of the work performed is confidential, completed with minimal to no supervision, and requires independent judgment and discretion.

Requirements

High school diploma or equivalent required
Minimum of five (5) years full-time experience
Knowledge of MS suite (Word, Excel, PowerPoint)
Knowledge of routine office practices and procedures.
Knowledge of and full-time experience working with databases, budgets, and sensitive documents

Nice To Haves

bachelor’s degree preferred
experience in a higher education environment strongly preferred

Responsibilities

The Senior Administrative Assistant is responsible for the day-to-day administration of a broad range of office operations, including the organization and preparation of reports and projects.
Interprets requests and actively helps implement actions, provides support, troubleshoots and solves problems as they arise, deciding whether the Dean should be notified of important or emergency matters.
This position interacts with nine administrators; two staff members; three graduate assistants and supervises 3 to 7 student workers.
Interacts regularly with parents, vendors, and all segments of the University community (students, administrators, faculty, law enforcement) responding to routine and non-routine questions and may be required to respond on the Dean’s or the office’s behalf.
Assists the Dean in the development of materials to be provided to the UM student population and creates PowerPoint presentations and coordinates all office related training.
Assists with training of new professional staff, administrative staff, and office student employees on different systems.
Assists in hiring/supervision Sandler Center for Alcohol and Other Drug Education Peer Educators
Monitors hours and maintain timesheets for Sandler Center for Alcohol and Other Drug Education Peer Educators
Provides Honor Council and Sandler Center for Alcohol and Other Drug Education graduate students with administrative assistance as needed
Provides assistance to Dean of Students, Associate Dean, and four Assistant Deans as needed with special assignments requiring collecting and organizing data which may be the basis of significant decisions.
Along with the Deputy Dean and UMPD, collects, organizes, and analysis data for annual Clery reporting.
Provides training on the use of Maxient to Area Directors and other users.
Assists the Deputy Dean with maintenance and annual revision of the Students Rights and Responsibilities Handbook (i.e. edits and drafts)
Assists Deputy Dean/Director of Student Conduct with all operational aspects of the discipline database (DOSO currently uses Maxient), including input and revision of all discipline forms used in system which is University wide.
Develops reports and evaluates trends in order to provide recommendation to the Dea, Deputy Dean, Associate Deans, and Assistant Deans. (i.e. must understand the data in order to develop pie charts or other formats depending on the report needed.
Review and evaluate discipline files, especially those involving incidents which may result in suspension or expulsion in order to advise students of their status and the process.
Has discretion in determine satisfactory completion of all sanctions assigned to students and updates Maxient accordingly.
Has discretion on Placing Stops for delinquent students.
Schedules Major and University Disciplinary Hearing Panel hearings and Dean’s Hearings.
Maintains rosters of panel members, as well as recordings of all hearings with co-workers, expunge discipline files at the end of each academic semester.
Maintains attendance/compliance records for discipline sanction workshops, including Peer-Led Alcohol Education and Values Ed Workshop
Send notification to students who are required to attend workshops, fire safety classes, smoking classes, and other community service
Prepares discipline summary letters for transfer and graduating students
Responds to discipline record checks received from other UM departments
Prepares all Sandler Center confidential files for Assistant Dean and schedule peer-led appointments
Maintains roster and correspond with the President’s Commission on Alcohol and Other Drug Education on behalf of Assistant Dean/Director
Assists as needed when ordering supplies, literature and materials
Make room reservations and/or place food orders for commission meetings
Assists with fiscal year financial operations for the following year by reviewing expenditure-related documents for appropriateness, and compliance of potential and past expenditures,
Advises management of unusual trends, funding levels and expenditures,
Prepares and follows up on purchase requisitions, expense reimbursements and purchases orders for Assistant Deans Workday.
Maintains up to date records of transactions and checks sent to/received/deposited by DOSO
Secures computer download of eligible students each semester
Prepares letter of invitation to eligible students each semester.
Supervises mass mailing to on-campus students
Collects dues and fees from new members
Attends and assist Deans in all aspects of planning for Initiation Ceremony
Orders all supplies, certificates and materials from the National Headquarters
Maintains rosters of each eligible class of new members
Maintains Listserv for new ALD members and sends meeting notices during academic year as instructed
Contacts new members in fall to distribute remaining certificates, t-shirts and pins and supervise distribution thereof
Assist Honor Council office and Assistant Dean during the administration of Honor Council cases including scheduling of hearings, preparation of necessary file documents, and correspondence with professors and students
Inform and guide prospective students of requirements needed to enter program
Assist Assistant Dean with mailings and correspondence to Veteran Students as needed
Maintain Listserv for Veteran students, adding and removing names when needed
Maintains calendars and itineraries for appropriate Associate/Assistant Deans
Reviews incoming mail and email for appropriate Associate/Assistant Deans and initiate appropriate actions
Establishes and implement office forms, processes, and procedures as needed
Answers telephone, directs calls when needed
Opens, dates, and directs incoming correspondence
Serves on Student Affairs or University committees as assigned or requested
Performs other general or specific duties as assigned by the Dean of Students