Administrative Assistant

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

POSITION SUMMARY:

Provide office support services to the Dean of Biscayne College.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Serve as initial liaison for those making contact with the Office of the Dean of Biscayne College:

Maintain appropriate reception area and availability to assist walk-in clients.

Welcome and assist incoming visitors; screen and announce when appropriate.

Respond to inquiries from students/faculty/staff and others concerning office activities.

Perform routine administrative tasks utilizing knowledge of office policies and procedures.

Assist with organizing and planning on-campus special events and activities.

Process requisitions, purchase orders, and work orders for the office. Inventory office supplies, including monitoring and reordering as required.

Design and distribute publicity materials (i.e., Faculty Achievement Newsletter).

Maintain office budget, including monitoring and reconciliation of budget against Financial Affairs reports on a monthly basis; resolving discrepancies as required.

Assist in correspondence and records functions of the Office of the Dean.

Prepare and disseminate correspondence, letters, memos, reports, meeting minutes, and other miscellaneous correspondence from hand-written copy or transcriber.

Open, date-stamp, sort, and distribute office mail.

Copy and collate materials.

Maintain Biscayne College files by classifying, sorting and filing correspondence, reports and other documents.

Telephone assistance to those who are in correspondence with the Dean.

Assist in scheduling for Office of the Dean:

Coordinate/maintain calendar priorities and schedule appointments with the Provost, other Deans, Directors, Chairs, Faculty, and outside groups for Biscayne Dean, including staff meetings.

Coordinate Student Services in the Office of the Dean.

Assist students in directing them to the appropriate person to solve problems that come to the Office of the Dean.

Maintain liaison with department chairpersons, program/center directors, and secretaries to expedite the addressing of student problems by the appropriate office(s).

Prepare correspondence to students informing them that their appeal has been granted or denied.

Maintain telephone contact with students whose problems are awaiting action of the Dean.

Assist in the Student Module (Registrar) in use of Datatel's Colleague@ system.

Assist in faculty service of the Office of the Dean of Biscayne College:

Assist faculty in obtaining assistance from the Dean.

Complete special projects as assigned and provide follow-ups to the Dean.

Comply with College and University safety rules and regulations.

Serve on University committees as requested (i.e., Commencement Committee).

Perform other duties as assigned by the Dean.

SUPERVISION RECEIVED:

Routine assignments are performed independently following University and College policies and procedures.

SUPERVISION EXERCISED:

No supervisory responsibility, but may train or direct work of college-wide student workers.

POSITION QUALIFICATIONS/SPECIFICATIONS:

High School Diploma/GED required, Associate Degree or Bachelor's degree preferred. Minimum of two years of previous secretarial experience demonstrating a thorough knowledge and proven proficiency with office practices and procedures. Must possess excellent interpersonal and customer service skills with ability to communicate effectively with a diverse population, particularly students and faculty members. Superior knowledge of telephone etiquette required. Familiarity with computer software applications, i.e., Excel and Word; experience with mainframe systems preferred. Ability to type memos, letters, and enter data accurately. Knowledge of English grammar, punctuation, proofreading, and correspondence format required. Excellent written and verbal communication skills are a must. Professional appearance and demeanor including experience in meeting the public and dealing with people using tact, poise, patience and courtesy. Ability to concentrate on detailed projects during numerous interruptions by telephone or from walk-in inquirers. Works regularly with confidential information requiring utmost discretion and integrity. Must be self-starter able to work under pressure, coordinate daily operations, and meet established deadlines, and respond effectively to problems and complaints from customers. Physical requirements are within the normal bounds of an office environment, but may include errands, occasional lifting, carrying, pushing/pulling 20-50 pounds.

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: $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Miami Gardens, FL 33054: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Secretary: 2 years (Required)

Work Location: In person