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Transforming Lives
The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.
With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.
The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.
GENERAL DESCRIPTION:
To provide supervision and administration in the areas of budget, purchasing, student employee training, scheduling of personnel activities, reciprocity, online-credentials, and records for the Toppel Career Center. Oversees front reception area operation of the Toppel Career Center. Frequently assigns work to and instructs the work of others. Handles multiple projects simultaneously. Much of the work is confidential and non-routine and not closely supervised. Assists in the evaluation of the performance of others and makes hiring and/or disciplinary recommendations. Other duties as assigned.
BUDGET
- Analyze budget and monitor and authorize expenditures on a daily basis
- Use Workday to generate reports for Associate Dean and Executive Director, Director of Career Education and Executive Director of Employer Engagement on a monthly basis
- Meet with each Associate Director and Assistant Director on a monthly basis to discuss events and expenses related to their events to insure we stay within budget and we make budget conscious choices
- Oversee the proper completion and submission of all purchase order requisitions, work orders, check requisitions, travel expense reports and other purchasing documents
- Manage accounts receivable process at Toppel, ensuring that all funds for Toppel services are collected in a timely manner
- Keep a log of outstanding payments and makes continuous efforts to collect all overdue funds
- Oversee all credit card transactions made at the Toppel Career Center, update payments on Handshake, and email receipts to customers
- Investigate, analyze, and reconcile departmental accounts
- Formulate and provide revisions to the department’s annual budget; generate justification letter for budget increases
- Approve student assistant salary expenditures to insure the office functions within budget
- Oversee submission of student time sheets to ensure students are working within hours according to budget
PERSONNEL
- Responsible for managing casual worker hours through Workday time keeping system
- Hire, train, supervise, and evaluate 8-10 front desk Guest Experience Assistant student staff at Toppel and ensure that students are adhering to dress code, University policies and procedures, as well as their assigned duties
- Responsible for managing the front reception area operation of the Toppel Career Center
- Maintain Toppel and Toppel Advising Outlook calendars and provide routine and general clerical support
- Answer telephones, take messages, answer routine questions, and transfer calls to appropriate individuals, as needed
- Serve on committee to plan and implement Toppel Student Training in Fall and Spring Semesters
- Support supervisors with the department hiring process, including processing all the required documents with Human Resources through Workday
- Responsible for the termination process of any staff member, including review of appropriate documentation, consultation with supervisor and employee, and termination notice in consultation with Toppel Executive Director and HR
- Responsible for hiring all student staff within Workday
ADMINISTRATION
- Analyze and evaluate administrative support procedures, systems, methods, and vendor services; makes recommendations as appropriate
- Negotiate the purchase of office supplies and equipment and oversees receiving and shipping units for office departments. Make purchase decisions up to $5,000 for office supplies, promotion items, and service contracts in conjunction with Sr. Administrative Assistant
- Engage in frequent communication with University departments such as purchasing, accounts payable, disbursements, human resources, and other academic affairs departments
- Plans and coordinates office service activities such as reception, telephone, mail, copying equipment, and the purchasing, receiving, and storing of office supplies in conjunction with Sr. Administrative Assistant
- Provide management support of all office and customer service operations
- Oversee security of the office by ensuring that all safety precautions are being taken
KNOWLEDGE, SKILLS, ABILITIES (KSA):
- Knowledge of routine office practices and procedures
- Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
·Knowledge of Microsoft Office (Word, Excel, PowerPoint)
- Knowledge of Workday preferred
- Solid relationship-building skills, able to interface with internal and external clients at all levels
- Excellent interpersonal communication skills
·Excellent written and verbal communication
- Ability to enter and verify information with accuracy and a reasonable rate of speed
- Ability to understand and follow oral and written instructions
- Routine participation in evening and weekend departmental programs and events is required
EDUCATION REQUIREMENTS:
- High School Diploma or equivalent (Bachelor’s degree preferred)
WORK EXPERIENCE REQUIREMENTS:
- Five (5) years of related experience. Equivalent combinations of education/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 for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
c104