Administrative Assistant III, CASA

Barry University; United States; Sur place; USD 42 000 - 65 000; Plein temps

Résumé du poste

Barry University seeks an Administrative Assistant III to coordinate operational priorities for the Center for Academic Success and Advising (CASA). The role oversees administrative processes, student employment, facilities and technology operations, and space/resource management, acting as a liaison with multiple university departments.

The position is in-person, requiring strong customer service, organizational and problem-solving skills to support daily operations and campus programs.

Qualifications

• Associate's degree or Bachelor's degree preferred.
• 3-5 years of administrative experience.
• Ability to anticipate and identify problems and evaluate potential solutions; take appropriate actions and refer when needed.
• Establish priorities and complete tasks within specified timeframes.
• Working knowledge of Microsoft Word, Excel, PowerPoint, Publisher, Outlook, and SharePoint; willingness to enhance skills.

Responsabilités

• Coordinate day-to-day administrative operations for efficient department functioning.
• Serve as primary contact for visitors, students, faculty, staff, and administrators, delivering outstanding customer service.
• Manage high-volume office traffic and front office operations.
• Process departmental mail, packages, deliveries, and outgoing correspondence.
• Provide cross-coverage for the Administrative Assistant III during breaks and absences.

Connaissances

Administrative experience

Customer service

Organizational skills

Microsoft Office proficiency

Formation

Associate's/Bachelor's preferred

Outils

Microsoft Word

Excel

PowerPoint

Publisher

Outlook

SharePoint

Description du poste

Summary

The Administrative Assistant III serves as the administrative operations coordinator for the Center for Academic Success and Advising (CASA), overseeing the operational systems and administrative processes that support the department's daily functioning. The position coordinates student employment administration, facilities and technology operations, departmental logistics, space utilization, resource management, and high-volume customer service while serving as a central liaison with multiple university departments. This position exercises considerable independent judgment in coordinating operational priorities to ensure efficient and uninterrupted departmental operations. The attitude, courtesy and helpfulness of this position sho uld support Barry University in its mission to foster individual and communal transformation where lea rning leads to knowledge and truth , reflection lead s to inform e d action, and a com mitment to social justice leads to collaborative service.

This position is in-person

Essential Functions

Administrative Operations

• Coordinates day-to-day administrative operations to ensure efficient functioning of the department.
• Serves as primary point of contact for incoming visitors, students, faculty, staff, and university administrators, providing outstanding customer service and directing inquiries appropriately.
• Manages high-volume office traffic and ensures efficient front office operations.
• Processes departmental mail, packages, deliveries, and outgoing correspondence.
• Provides cross-coverage for the Administrative Assistant III during scheduled breaks and absences to ensure uninterrupted office operations.

Student Employment Coordination

• Coordinates all administrative processes related to student employees, including Federal Work Study and other student assistant positions.
• Coordinates recruitment, hiring, onboarding, employment documentation, scheduling, payroll processes, and offboarding of student employees.
• Serves as departmental resource regarding student employment procedures and university policies.
• Maintains employment records and monitors compliance with institutional requirements.

Technology Liaison

• Serves as departmental liaison with Information Technology.
• Coordinates technology requests including equipment purchases, computer deployments, software installations, account access, telephone services, printer support, and troubleshooting requests.
• Maintains inventory of departmental technology resources.
• Assists with technology setup for new employees and workspaces.

Space and Resource Management

• Coordinates departmental room reservations and space utilization.
• Collaborates with Conference and Events to reserve meeting rooms and event spaces.
• Assists with scheduling and logistics for departmental meetings, trainings, workshops, and special events.
• Monitors shared spaces to ensure readiness for daily operations and programs.

Event and Program Support

• Supports the Operations Manager with planning and logistical coordination for departmental events, workshops, orientations, trainings, and supplemental programming.
• Assists with event preparation including room setup, materials, technology coordination, catering requests, and post-event logistics.
• Coordinates operational details to ensure successful program implementation

Facilities Coordination

• Serves as CASA's liaison with Facilities Management.
• Coordinates maintenance requests, work orders, furniture needs, repairs, office moves, signage, and building-related issues.
• Assists in maintaining safe, functional, and welcoming office spaces.

Collaboration and Communication

• Collaborates with internal and external stakeholders including Human Resources, Information Technology, Facilities Management, Conference and Events, Financial Aid, Payroll, Purchasing, and other university departments.
• Maintains effective communication across departmental teams to support operational efficiency.
• Performs other duties as assigned.

Qualifications/Requirements

The successful candidate:

• An Associate's degree or Bachelor's degree is preferred.
• 3-5 years of administrative experience.
• Must have the ability to anticipate and identify problems and evaluate potential solutions; take or recommend appropriate actions and determine which problems to handle independently and which to refer; follow up on problems and help bring about resolution; and choose wisely from available courses of action, recognizing the impact of decisions on results.
• E stablish priorities and work to complete tasks within specified timeframes, while balancing the responsibilities of day-to-day operations.
• Possess a working knowledge of Microsoft Word, Excel, PowerPoint, Publisher, Outlook, and SharePoint and be willing to continuously enhance skills with these technologies, and others, as work-related assignments require; ability to select appropriate technology with which to complete tasks and projects
• Excellent organizational skills to: fac