Administrative Assistant - Student Life Engagement

Apply now

This administrative assistant position is with the Student Life Engagement area within the Division of Student Life.

Performs a variety of complex administrative tasks involving some discretion and requiring moderate amounts of independent judgment related to the oversight of the daily operations of a University administrative unit

Characteristics Duties and Responsibilities - Essential Functions

• Monitors and reviews operations of unit; ensures smooth work flow; ensures work product meets professional standards.
• Serves as informational resource to staff; investigates and resolves problems or difficulties related to area of expertise.
• Assists University staff, faculty, and students; answers inquiries and provides information.
• Oversees staff; assists in the enforcement of policies and procedures; establishes schedules and reviews performance.
• Gathers and analyzes statistical information regarding department's programs and activities; produces reports.
• May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments; may maintain inventory of supplies.

Minimum Requirements

• Requires nine months of coursework or training beyond high school in Business Administration and three years of related experience, or an equivalent combination of education and expertise.

Knowledge, Skills, Abilities, and Worker Characteristics

• Knowledge of unit's operations, policies, and procedures
• Supervisory skills
• Knowledge of computer and office applications
• Research skills

Additional Position Information (if applicable)

• Assists users of department's services by providing information regarding policies and procedures; may assist patrons by aiding them in using services or filling out forms.
• May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments.
• May assist with various administrative tasks including ordering supplies, preparing requisitions, scheduling use of equipment, maintaining calendars, or conducting research.
• May prepare various written materials including correspondence, information sheets, or news releases.
• May maintain and update various files and records; may maintain department's computer databases.
• May assist in the performance of various clerical tasks including answering phones, typing, opening and distributing mail, or preparing bulk mailings.

Job Responsibilities
Policies and Procedures:

• Form Management
• Organization registration forms
• Student organization management platform forms
• Student Handbook Policy enforcement and communication for event registration, signage, facilities
• Event Planning Forms and Contracts
• Maintenance of Policies and Procedures on website

Financial Management

• Provides oversight to the C-SEAL Office of Student Engagement and Activities
• Keeps general ledger of all accounts
• Maintains all office supply purchases
• Uses university platforms to process all direct pays, requests for purchase order, office supply purchasing and serves as an approver for accounts assigned to this Office.
• Works with director to develop and assess annual budget for department
• Processes all departmental transactions

Administrative and Clerical Tasks

• Maintaining Website
• Weekly online newsletters
• Booking travel for all staff
• Answers phone, office e-mail
• Customer service for students and others who stop into the office
• Assists professional staff with calendaring
• Provides administrative staff travel and registration support for conferences
• Oversees P-Card approval and reconciliation process
• Proofreads office communications
• Maintains departmental calendar
• Assists in event planning: ticketing, room reservations and confirmations, catering, event details, decorations and event support.
• Sort and distribute all mail for the office
• Organizes technology needs and support for department staff and student offices
• Marketing material coordination: ordering through external vendors: pens, mints, water bottles and other office paraphernalia marketing materials.
• Maintenance of listserves for newsletters
• Provide administrative support for SEAL Awards program
• Manage parking pass requests and access issues for faculty/staff, guests, and organization advisors
• Coordinating logistics for candidate searches and other departmental visitors: itineraries, travel, lodging, interview schedule, compiling of review forms, organizing paperwork and the online hiring system

Written correspondence

• Routine biannual communications with student leaders: request for roster updates and other administrative support and policies for the office
• Proofreading of all letters sent by director of department
• Maintain office e-mail account
• Correspondence to other departments about department resources and annual report

Various files and records and databases

• Department Record Keeping
• Purchasing and General Accounting Records
• Newsletter Databases
• Important Office Partners Contact Database

Working Conditions

Generally typical office environment.  May require considerable walking, standing, or bending.  May have periodic assignments which entail dealing with modestly unpleasant conditions.

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

This organization participates in E-Verify.

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Diversity Statement
Miami University is committed to creating an inclusive and effective teaching, learning, research, and working environment for all. For more information on Miami University’s diversity initiatives, please visit the Office of Transformational and Inclusive Excellence webpage. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information.