Administrative Assistant (Office of the Public Guardian)

**This is an on-site position. Remote workers will NOT be considered.**

ABOUT US

You will be joining St. Thomas University (STU) at an exciting moment! Under the dynamic leadership of President David A. Armstrong, J.D., STU has had four consecutive years of record enrollment and we’ve set fundraising records too. Our campus footprint is also growing. In the past two years alone, we’ve opened the state-of-the-art Gus Machado College of Business, a new weight room for our student athletes, as well as a turf athletic field, residence hall, and a student center. And, we are going to keep growing…more students, more programs, more facilities!

As we mark our 60th Anniversary, we are setting our sights on the future while also honoring our Cuban heritage and celebrating our Catholic Identity. Come be a part of our diverse community! We are seeking energetic innovators who will help us chart the course for the University’s sixth decade of impact! Let’s work together to attract, serve, and inspire a diverse group of students who will leave STU prepared to be ethical leaders and change agents in our global community.

Located in sunny Miami, Florida, St. Thomas University is a private, non-profit university that offers 39 undergraduate, graduate, and postgraduate degrees at its picturesque 144-acre campus and through distance learning. Its academic offerings include one of the oldest (and most highly ranked) undergraduate programs in Sports Administration in the country. STU has been ranked #1 by U.S. News & World Report in Social Mobility for regional universities in the South, which means it takes students from the lowest financial strata and catapults them to much higher financial strata in only ten years. St. Thomas University is the only Catholic Archdiocesan-sponsored university in Florida, and one of the only eight Archdiocesan universities nationwide.

POSITION SUMMARY

This position assists in carrying out administrative functions through facilitating the accomplishment of the work of the Office of the Public Guardian by assisting with legal, clerical, and informational services, and integrating them with the administration of the office served. Office is located in Davie, Florida.

DUTIES AND RESPONSIBILITIES

• Serves as the administrative assistant to the Office of the Public Guardian staff.
• Composes correspondence and memos from verbal instruction or notes, answers mail requiring critical thinking skills to plan, organize, and set up in proper form.
• Input’s client data in the WellSKy client database system.
• Schedules meetings, takes minutes, and arranges appointments.
• Maintains a system of interrelated files and records.
• Prepares and monitors regular or special reports on departmental activities and modifies or devises forms for reporting data and establishes controls for accuracy of data.
• Answers telephone, routes alleged incapacitated person referrals, sets up database records, takes messages, and replies to questions in accordance with general instructions.
• Transmits instructions and/or information to and from staff members and assists with document filing functions.
• Maintains and updates an office manual, setting forth the necessary elements of procedure, required forms and steps necessary to carry out the job functions necessary for the efficient operation of the Office of the Public Guardian.
• Collaborates with social workers, fiscal specialist, and paralegal in all aspects of ward entitlement applications and maintenance including applications for ICP, Social Security and SSI benefits.
• Collaborates with social workers, fiscal specialist, and paralegal in monitoring and tracking DCF interviews and redeterminations as needed.
• Collects and maintains data for statistical reports for the public guardian office and the wards served.
• Monitors ward reports and court filing due dates and prepares tracking instruments for task status.
• Assists the Paralegal with e-filings and related functions.
• Regularly reviews, classifies, and distributes incoming mail including confidential correspondence.
• Regularly assesses the program needs such as office supplies and assures that supplies are ordered timely.
• Performs other related duties incidental to the work described herein.

QUALIFICATIONS

• Associate degree, or vocational, or technical school degree in Business Administration or related field required.
• Minimum of 3-5 years’ work experience.
• Working knowledge of concepts, practices and procedures and ability to use in varied situations.
• Detail oriented with ability to multi-task.
• Assumes responsibility readily, seeking out issues and areas needing resolution and development.
• Knowledge of Word, Excel, Outlook, SharePoint, Guardianship Data Base
• Is able to work with a minimum of supervision exercising judgment to make decisions.
• Able to draft correspondence/memos, revise legal templates, and interpret guardianship statutes.
• Knowledge of Florida Guardianship Statute 744.
• Possesses a high level of integrity and inter personal skill necessary for dealing with all levels of the public, Probate Judges, court personnel, representatives from SSA, VA, DCF, Financial Institutions, family member/friends of wards, and facilities where OPG wards reside.
• Is able to work with a minimum of supervision exercising judgment to make decisions.
• Must pass a background and a credit check reviewed and monitored by the Statewide Public Guardianship Office and by the 17th Judicial Circuit.

Tuition Benefit

After 1 year of continuous full‐time service, employees are eligible to enroll in STU’s bachelor and master courses, tuition‐free. The program will cover a maximum timeframe of 125% of credit hours attempted toward the degree program. Employees may enroll in STU’s doctoral program, with a 40% tuition discount, under the same conditions.

Catholic Identity

St. Thomas University is a Catholic university sponsored by the Archdiocese of Miami committed to academic and professional success guided by its Catholic identity. All employees are therefore expected to respect the teachings of the Roman Catholic Church and support the University’s religious mission. All employees hereby acknowledge their familiarity and support of the religious affiliation, mission and values of St. Thomas University.

Equal Employment Opportunity

St. Thomas University is an equal opportunity employer that promotes a diverse and inclusive organization. It is the policy of the University to fill each vacancy with the candidate who represents the best fit for the position and to promote and transfer employees from within whenever possible and practical. Employment decisions are made on the basis of the candidate’s personal capabilities, qualifications, and ability to assist the University in fulfilling its mission without discrimination. With regard to the latter, the University’s program of recruiting employees for mission aims to inform prospective employees of the University’s mission and to help them and hiring personnel determine how they will support and contribute to the University’s mission.

E-Verify

St. Thomas University is an E-Verify® Employer. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of that employee to work in the United States. STU will utilize E-Verify® to verify employment eligibility for all newly hired employees.

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Davie, FL 33330: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Please provide contact information for three (3) professional references.

Education:

• Associate (Required)

Experience:

• Administrative: 3 years (Required)

Work Location: One location