Administrative Assistant - Rosenstiel School Dean's Office

University of Miami • Miami, FL • 3h ago

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/ER\eRecruiting\ApplyforaJob.pdf) .

The Rosenstiel School of Marine, Atmospheric and Earth Science at the University of Miami has an exciting opportunity for a full time he Administrative Assistant who will assist with the administrative and operational functions for the Dean's Office. 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.

Departmental Functions:

Assist the Sr. Manager of Administrative Operations as needed in the daily operations of the department and provide routine and general clerical support to all team members.

Answer telephone, take messages, answer routine questions, and transfer calls to appropriate individuals.

Greet visitors, 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.

Liaising 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.

Organizing meetings, including the coordination of any meals, amenities and/or other necessary details.

Assist with the coordination and implementation of school events.

HR Functions:

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.

Operational Functions:

Assist 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.

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.

Qualifications:

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

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

Go to Apply

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