Job Information
MIAMI UNIVERSITY Administrative Assistant in Oxford, Ohio
Job Description Summary
The Office of Transformational and Inclusive Excellence (OTIE) Administrative Assistant will perform 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. Areas of focus will be ensuring smooth workflows for processes within OTIE, resource for staff on institutional policies/procedures related to office management, assist with scheduling meetings and events and communicating with various campus stakeholders, assist with document review/editing, gathering information to make data-informed decisions when moving forward the goals of the unit, and financial and budgetary tasks (i.e. preparing and monitoring budgets, preparing fiscal reports, processing payments, maintaining inventory of office supplies, etc.). In addition to these areas of focus, the Administrative Assistant will assist the Vice President, Office of Transformational and Inclusive Excellence with scheduling meetings, taking minutes at meetings, setting up for meetings, and other such logistical pieces to ensure a seamless and efficient coordination of meetings. The Administrative Assistant will also act as the first point of contact for OTIE both at the front desk and via phone, while also assisting with managing OTIE email accounts.
Job Description
Essential Job Duties
Monitors and reviews operations of the unit; ensures smooth workflow; ensures work product meets professional standards.
Serves as an 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 the 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.
Coordinate the Vice President, Office of Transformational and Inclusive Excellence calendar and OTIE meetings.
Taking minutes at meetings when necessary.
Manage scheduling and use of meeting spaces in OTIE.
Serve as a copy-editor and proofreader for DEI documents, reports, presentations, and other communication material as needed.
Support event logistics and planning with OTIE staff.
Manage purchasing and organization of office supplies.
Research, analyze, and consolidate complex policies/procedures into cohesive, clear, straightforward processes for compliance within OTIE.
Develop reports/spreadsheets as needed to track OTIE progress in meeting unit goals.
Managing HR processes like hiring paperwork, on-boarding schedule, on-campus interview itinerary development, and so forth alongside OTIE staff.
Minimum Qualifications
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
*Preferred Qualifications *
Strong budget management skills
Strong verbal and written skills.
Effective interpersonal and organizational skills.
Ability to perform well under pressure, meet deadlines and manage multiple tasks simultaneously with attention to detail.
