Administrative Assistant

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The Administrative Assistant serves as an essential member of the Student Life team and has direct reporting responsibility to the Director of the Butler Center for Service and Leadership. 

The mission of the Butler Center is to serve as a catalyst in developing students who cultivate positive social change within their communities. Acting as a clearinghouse for all service and leadership endeavors, the Center strives to develop synergistic partnerships within the faculty, campus, local and global community to bring these fundamental concepts to fruition and integrate them further into the campus community. The Department serves as an integral part of the Division of Student Affairs and works closely with the Student Center Complex, Department of Student Activities and Student Organizations, Department of Orientation and Commuter Student Involvement, Multicultural Student Affairs, and the LGBTQ Student Center.

Primary Duties and Responsibilities:

Budgetary Responsibilities - 45%

• Monitor revenue and expenditures, prepare monthly financial reconciliation reports, and maintain budgets on computer systems for all accounts within the Butler Center for Service and Leadership.
• Process and maintain accurate records of all documents related to purchasing, travel, interdepartmental requisitions, business expense reimbursements, check requisitions and work orders, including accounts payable and accounts receivable.
• Assist approximately 30 student organizations , programming boards and student leaders with procedural issues and policies relating to accounts payable/receivable and funding. 
• Responsible for Year-End and monthly closing procedures for the Butler Center.
• Manage and reconcile Purchasing Card transactions for departmental staff.
• Assist with all department, Student Organizations, and programming purchases.
• Act as liaison between the Butler Center, outside vendors, agencies, and other University Departments, including faculty advisors.
• Prepare work schedules, monitor, and approve student hours using Workday, supervise daily assigned tasks, and assist with completing semesterly performance evaluations for each student employee.
• Assist in coordinating departmental signature and reoccurring programs.
• Support Student Life initiatives as needed.
• Other financial functions as needed
• Additional duties as assigned.
  

Administrative Responsibilities - 30%

• Manage the daily operations of the department, including assisting students, organizations, faculty and staff with customer service issues and information related to Butler Center for Service and Leadership programs, Student Life, and the Division of Student Affairs.
• Responsible for the advisement and management of several of the program boards and student organizations affiliated with the Butler Center for Service and Leadership. Assist with planning and implementing events according to university policies and procedures. 
• Work with staff to hire, supervise, and evaluate 15 work-study students. Complete onboarding processes for student workers, provide supervision, and approve timecards.
• Maintain inventory of basic office supplies for the department, and complete orders as necessary. Responsible for functioning of copier, faxes, and phones within the department.
• Maintain office records, files, budgets, and correspondence.
• Provide administrative support for (1) Director, (1) Associate Director, and (1) Assistant Director .
• Prepare check requisitions for contracts for departmental events.

Programming Responsibilities - 25%

• Assist with the coordination and administrative requirements for meetings, student focused programs, lectures, special events, etc. (Includes some weekend and evening needs.)
• Coordinates and/or assists with the planning and implementation of large-scale, high-profile campus programs, including managing bus reservations for student organizations performing volunteer or service work in the community. 
• Work with the Butler Center Student Organizations by making purchases , approving purchases and supporting student projects. 
• Help maintain order in the fourth-floor storage room as well as the second floor storage closets.
• Perform other duties as assigned.
  

Knowledge, Skills and Abilities (KSA):

• Knowledge of MS suite (Word, Excel, PowerPoint)
• Knowledge of routine office practices and procedures.
• Knowledge of simple data processing and transmission principles.
• Ability to utilize computerized information systems.
• Ability to read and decipher data on source documents to be entered.
• Ability to enter and verify information with accuracy and a reasonable rate of speed.
• Ability to understand and follow oral and written instructions.

• Skill in data entry or typing. 

Education Requirements:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
  

Work Experience Requirements:

• Three to five years of progressive related experience in an office environment. Experience in a higher education setting is highly desirable.
• Direct experience with managing and reconciling budgets.
• Possess computer-based technology skills with data management systems, word processing programs, and financial programs.
• Demonstrated organizational skills in managing multiple priorities. Strong written and verbal communication, interpersonal and customer service skill

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida.

With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally.

We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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