Job Information
University of Miami Administrative Assistant (A) in Coral Gables, Florida
Current Employees:
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This position is responsible for general office, fiscal and department administration for the Department of Aerospace Studies. Works under the direction of the Executive Director, Finance to ensure compliance with university, college, departmental, program and Air Force policies and procedures. Must be familiar with all such policies as well as the general purpose and activities of the department to provide appropriate support. Serves as liaison between the chairperson, faculty, staff, central administrative offices, students, parents, the general community, and governmental offices. Represents the department and chairperson. Knowledge of university on-line systems required.
Academic Program Assistant 15%
Serve as a liaison to faculty, students, staff, and chairperson.
Coordinate the preparation of departmental course schedules and enrollment management. Work with the chairperson to develop class schedules, and faculty teaching assignments.
Schedule advising/faculty appointments.
Maintains student files and ACE reports, responsible for distribution of class rolls & collection of mid-terms, final grades for program/core courses.
Coordinates student evaluation material distribution and collection. Assists faculty with materials for classes.
Assist with preparation and mailing of brochures and materials and updating of official University materials (such as Bulletin).
Assist in promotional efforts, which involve distribution of recruiting materials.
Monitors curricula materiel orders, through HQ AFROTC, for all classes and reserves material in library as needed and appropriate.
Assist with revisions to bulletin and program handouts.
Maintain on-line and departmental databases regarding applicants, students, and alumni.
Department Management 30%
Manages the day-to-day administrative function of the department. Evaluates needs of the department, prioritize and delegate work as required to meet objectives and deadlines.
Provides administrative clerical, and secretarial support for faculty and chairperson. Coordinates scheduling, prepares agendas, ensures that appropriate enclosures and supporting documents are provided, attends meetings, takes and distributes minutes on a timely manner, maintains ticklers and ensures follow-up on actions as required.
Respond to routine inquiries from various constituencies or direct to appropriate individual within the department.
Responsible for all aspects of cadet uniform procurement:
Knowledge of AFROTC regulations and forms.
Maintain a vendor list for uniforms.
Issue uniforms to cadets.
Responsible for appropriate disposal of used uniforms
Maintenance and inventory of uniform items.
Prepare report of uniform commutation fund and claims for commutation payments.
Direct supervision of student assistants, i.e., monitors attendance, performance, and workflow. Establishes priorities and ensures that tasks are assigned to appropriate individuals. Ensures that all individuals receive appropriate training and instructions relative to their responsibilities.
Coordinates all personnel actions and paperwork for the department. Ensure that all required supporting material has been received prior to beginning of work assignments.
Facilities: Departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained. Identifies problems and initiates appropriate follow-up/action when necessary. Informs chairperson of major problems that require his action or funding from outside the department.
Coordinate special projects and events on an ad hoc basis as assigned.
Fiscal Management 25%
Assist the chair with the management of the department’s business affairs and budget control. Overall responsibility for fiscal management of all accounts including uniform commutation accounts.
Must comply with University and Federal regulations. Analyzes and monitors accounts using Workday. Responsible for expenditure control. Supervises all purchases and reimbursements for the department.
Reconcile expenses in assigned driver(s). Follow-up on problems, incorrect charges, etc. Conducts periodic review of program’s financial status, based on review of financial reports and summaries. Identifies problems and opportunities, prepares status summary for the chairperson, and makes recommendations as appropriate. Ensures that expenditures on all accounts do not exceed budgeted levels.
Prepares journals, expense reports, requisitions, work orders, check requisitions, etc. Responsible for accuracy, timeliness, and compliance with departmental, college and university policies and procedures.
Identify problems and initiates appropriate follow-up/action when necessary. Informs chairperson of major problems that require additional action.
Responsible for office supplies, places orders, keeps inventory, etc.
Maintains files and logs for all financial documents; maintains archival files.
Faculty & Staff Support 25%
Compiles support materials for faculty review. Must be thoroughly familiar with and ensures compliance with all departmental, college, university, and Air force policies and procedures. Ensure prepared paperwork is in accordance with regulations.
Oversees and follows up on teaching evaluation process (student and Air Force Education Officer evaluations) in accordance with established departmental policy; notifies candidates and evaluators of required reviews and suspenses; ensures appropriate paperwork is submitted.
Assists the AFROTC Unit Admissions Officer with all detachment recruiting efforts, promotes Air Force career and scholarship opportunities to students, faculty, and administrators. Updates prospective cadet lead lists.
Manages the interview process for the Air Force ROTC College Scholarship Program. Schedules and assigns applicant interviews. Processes and tracks scholarship paperwork. Ensures AFROTC headquarters suspense’s are met. Notifies applicants of scholarship results. Coordinates with Air Force recruiters and Air Force Academy Liaison Officers for scholarship presentations at local high schools.
Other duties as assigned. 5%
Minimum Qualifications:
High school diploma
Minimum one year of relevant work experience. Any relevant education, certifications and/or work experience may be considered
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:
A4