Administrative Assistant, Orientation and Commuter Student Involvement

University of Miami; United States; On-site; USD 48,000 - 64,000; Full time

Job summary

The Administrative Assistant in the Department of Orientation and Commuter Student Involvement at the University of Miami provides essential support to the Director and campus partners. The role covers office and fiscal management, student employee supervision, and project coordination for orientation, commuter, transfer programs, and family events.

Responsibilities include managing daily operations, budgeting in Workday Finance, supervising up to five student assistants, coordinating events,

Qualifications

• 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.
• Computer-based technology skills with data management systems, word processing, and financial programs.
• Demonstrated organizational and strong written and verbal communication skills.

Responsibilities

• Oversee daily departmental operations, including space management and supply inventory.
• Serve as primary contact for inquiries, providing customer service to students, families, faculty, and staff.
• Manage departmental email accounts and correspondence with timely responses.
• Maintain office records and manage departmental technology.
• Monitor budgets, revenue, and expenditures; prepare monthly financial reports.
• Reconcile receipts and manage purchasing, travel, and reimbursements.
• Coordinate with Purchasing, Accounts Payable, and Disbursements to ensure proper processing.
• Support fundraising and sponsor/donor activities under the Senior Director's guidance.
• Manage departmental financials using Workday Finance.
• Supervise and train up to five Student Assistants.
• Oversee hiring, onboarding, scheduling, and payroll for student employees.
• Manage personnel processes through Workday Human Resources.
• Coordinate departmental projects and events, including orientation, commuter and transfer programs, Family Weekend, and resource fairs.
• Organize sponsor/vendor fairs and fulfill sponsorship benefits.
• Contribute to strategic planning and collaborative partnerships.
• Track event effectiveness and assist with report preparation.
• Provide calendar scheduling support for department leadership.
• Perform additional duties as assigned.

Education

High school diploma

Associate degree preferred

Bachelor's degree preferred

Tools

Workday Finance

Workday HR

Job description

The Administrative Assistant is an essential member of the Student Life team and has direct reporting responsibility to the Director of Orientation and Commuter Student Involvement.

The mission of the Department of Orientation and Commuter Student Involvement (OCSI) is to support new students and families through their transition to the University of Miami. OCSI facilitates programs and resources to successfully and holistically acclimate all new undergraduate students to the academic and social fabric of the institution.

The overarching areas specifically include New Student Orientation, Commuter and Transfer Student Involvement, First-Year Experience, and Family Programs. The department serves as an integral part of the Division of Student Affairs and Alumni Engagement and works closely with the Student Center Complex, William R. Butler Center for Volunteer Service and Leadership Development, Department of Student Activities and Student Organizations, LGBTQ Student Center, and Multicultural Student Affairs.

PRIMARY DUTIES AND RESPONSIBILITIES

Office Management

• Oversee daily departmental operations, including space management and supply inventory.
• Serve as the primary contact for inquiries, providing customer service to students, families, faculty, and staff.
• Manage departmental email accounts and correspondence, ensuring timely responses and follow-up.
• Maintain office records and manage departmental technology.

Fiscal Management

• Monitor budgets, revenue, and expenditures; prepare monthly financial reports.
• Reconcile receipts and manage purchasing, travel, and reimbursements.
• Coordinate with Purchasing, Accounts Payable, and Disbursements to ensure proper processing of goods and services.
• Support fundraising and sponsor/donor activities under the Senior Director's guidance.
• Manage departmental financials using Workday Finance.

Student Employee Management

• Supervise and train up to five Student Assistants.
• Oversee hiring, onboarding, scheduling, and payroll for student employees in collaboration with the Senior and Associate Directors.
• Manage personnel processes through Workday Human Resources.

Project Management

• Coordinate departmental projects and events, including orientation, commuter and transfer programs, Family Weekend, and resource fairs.
• Organize sponsor/vendor fairs and fulfill sponsorship benefits.
• Contribute to strategic planning and collaborative partnerships.
• Track event effectiveness and assist with report preparation.
• Provide calendar scheduling support for department leadership.
• Perform additional duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES (KSA)

• Knowledge of MS Office (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 enter and verify information with accuracy and a reasonable rate of speed.
• Ability to understand and follow oral and written instructions.
• Excellent customer service and communication skills.

EDUCATION REQUIREMENTS

High school diploma or equivalent required; Associate 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, and financial programs.
• Demonstrated organizational skills in managing multiple priorities.
• Strong written and verbal communication, interpersonal and customer service skills.

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.

Job Status: Full time Employee Type: Staff

The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System UHealth have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs.

Visit welcome.miami.edu/about-um to learn more about our points of pride.

The University ranks No. 55 on U.S. News & World Report's 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.

Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.

The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.

With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

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