Administrative Assistant

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/EReRecruitingApplyforaJob.pdf) . Academic Program Assistant

Serve as a liaison to faculty, students, staff and chairperson.

Coordinate the preparation of departmental course schedules and enrollment management. Work with the chairperson to develop class schedules, and faculty teaching assignments.

Schedule advising/faculty appointments.

Maintains student files and ACE reports, responsible for distribution of class rolls & collection of mid-term, final grades for program/core courses.

Coordinates student evaluation material distribution and collection. Assists faculty with materials for classes.

Assist with preparation and mailing of brochures and materials and updating of official University materials (such as Bulletin).

Assist in promotional efforts, which involve distribution of recruiting materials.

Monitors curricula materiel orders, through HQ AFROTC, for all classes and reserves materiel in library as needed and appropriate.

Assist with revisions to bulletin and program handouts.

Maintain on-line and departmental databases regarding applicants, students and alumni.

Department Management Manages the day-to-day administrative function of the department. Evaluates needs of the department, prioritize and delegate work as required to meet objectives and deadlines.

Provides administrative clerical, and secretarial support for faculty and chairperson.

Coordinates scheduling, prepares agendas, insures that appropriate enclosures and supporting documents are provided, attends meetings, takes and distributes minutes on a timely manner, maintains ticklers and insures follow-up on actions as required.

Respond to routine inquiries from various constituencies or direct to appropriate individual within the department.

Responsible for all aspects of cadet uniform procurement:

Knowledge of AFROTC regulations and forms.

Maintain a vendor list for uniforms

Issue uniforms to cadets.

Responsible for appropriate disposal of used uniforms

Maintenance and inventory of uniform items.

Prepare report of uniform commutation fund and claims for commutation payments.

Direct supervision of student assistants, i.e., monitors attendance, performance, and workflow. Establishes priorities and insures that tasks are assigned to appropriate individuals. Insures that all individuals receive appropriate training and instructions relative to their responsibilities.

Coordinates all personnel actions and paperwork for the department (PEF’s and SEAF’s). Insure that all required supporting material has been received prior to beginning of work assignments.

Facilities: Departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained. Identifies problems and initiates appropriate follow-up/action when necessary. Informs chairperson of major problems that require his action or funding from outside the department.

Coordinate special projects and events on ad hoc basis as assigned.

Faculty & Staff Support

Compiles support materials for faculty review. Must be thoroughly familiar with and insures compliance with all departmental, college, university, and Air force policies and procedures. Ensures prepared paperwork is in accordance with regulations.

Oversees and follows up on teaching evaluation process (student and Air Force Education Officer evaluations) in accordance with established departmental policy; notifies candidates and evaluators of required reviews and suspenses; ensures appropriate paperwork is submitted.

Assists the AFROTC Unit Admissions Officer with all detachment recruiting efforts, promotes Air Force career and scholarship opportunities to students, faculty, and administrators. Updates prospective cadet lead lists.

Manages the interview process for the Air Force ROTC College Scholarship Program. Schedules and assigns applicant interviews. Processes and tracks scholarship paperwork. Ensures AFROTC headquarters suspense’s are met. Notifies applicants of scholarship results. Coordinates with Air Force recruiters and Air Force Academy Liaison Officers for scholarship presentations at local high schools.

Other duties as assigned.

Minimum Qualifications:

High school diploma

Minimum one year of relevant work experience. Any relevant education, certifications and/or work experience may be considered.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.

Job Status:Full timeEmployee Type:Temporary - Charge Back (Fixed Term)Pay Grade:A4