Assignment Desk Assistant Jobs in Miami, FL (NOW HIRING)

Summary

The Administrative Assistant III will supervise and manage administrative responsibilities (registration, course creation, transcripts, calendaring), office management, data keeping, special events, graduate student summer residency, and work-study students in the Department of Theology and Philosophy.

This is an In-person position.

Essential Functions

Registration, Course Creation, and Graduate Scholarship Requests

• Create course schedules for Theology/Philosophy through Colleague in consultation with Chair

• Facilitate overrides in consultation with Chair and faculty

• Provide requested transcripts and reports from Colleague/Workday

• Facilitate administrative information for the extension site at SEPI

Process and coordinate scholarship funds with proper Barry University departments per student for each semester.

Administrative Responsibilities:

• Barry University Brand Ambassador for department marketing efforts:

  • Create marketing event campaigns through Workfront

  • Maintain and improve website content and links through Workfront

  • Produce electronic and print advertising for department academic programs and events

  • Maintain and create distribution email lists for marketing efforts.

  • Assist with faculty, adjunct, and staff new hire procedures

  • Coordinate and perform the following Workday tasks:

    • P-card reconciliation/Expense reports for American Express card charges

    • Activity pay for faculty, adjunct professors, and dual enrollment courses

    • Departmental requisitions, purchase orders and check requests

    • Create suppliers and supplier invoice requests

    • Hire and train work-study students through HR

    • Purchase office supplies through university vendors

• Department of Theology and Philosophy Liaison for AIS and the College of Arts and Sciences Dean's Office.

• Create an Annual Department Calendar for distribution to faculty and staff.

• Oversee reservations for the conference room

• Responsible for maintenance requests through Service Desk online

• Oversee the printing of programs for special events in consultation with the Chair

• Consult with Program Directors, Chair, and advisors concerning incoming students

Data and Record Keeping:

• Complete Annual Report Form for Association of Theological Schools [December 1st of each year]

• Print reports from AIS for Association of Theological Schools Annual Report

• Assist Chair in completing University Department of Theology and Philosophy Annual Report

• Print reports in Informer for Annual and ATS Reports

• Coordinate Faculty Travel Requests for the Department and in conjunction with the College of Arts and Sciences.

• Maintain undergraduate and graduate student profile program data and update on the common N drive.

• Perform continual assessment of common N drive for filing and organization.

• Update faculty profiles in AIS.Upload syllabi and minutes to Curriculum and Policy Sharepoint site and Department common Department N drive.

Oversight and Coordination of Special Events:

• Request room reservations through Convention and Events Services EMS system

• Coordinate Food and Beverage Contracts through Catertrax

• Coordinate logistics and administrative event details, marketing efforts, and travel accommodations for the following:

  • Yves Congar Award Events and Reception

  • Theology and Philosophy Honor Societies Induction Ceremony and Dinner

  • Commissioning and Recognition Ceremonies and Reception

  • Graduate and Undergraduate Recruitment events on and off campus

  • Association of Theological Schools Accreditation Site Visits

Supervision of Administrative Personnel and Management of the Department:

• Supervise, hire, and train Work-Study students

• Coordinate Department of Theology and Philosophy budgeting in dialogue with the Department Chair.

• Oversee office management, facilities, office assignment, and computer operations for the Department of Theology and Philosophy

Oversight and Coordination of Two-Week Graduate Residencies:

• Create and distribute the Two-week Residency Student Information Document to graduate students.

• Distribute Graduate syllabi to students.

• Plan Department of Theology and Philosophy Two-Week Residency hospitality for 14 days.

Qualifications/Requirements

• Associate's degree in any field required

• Bachelor's degree in any field preferred

• 3-5 years of relevant work experience required

• Must be able to analyze all office operations and determine proper solutions.

• Must have working knowledge of Microsoft Office, Workday, and Internet-based reporting, and Social Media knowledge.

• Must be able to provide professional email correspondence to constituents, faculty, and students, coordinate and write newsletters, and edit minutes for department meetings.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.