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The University of Miami - Faculty Affairs Department has an exciting opportunity for an Executive Assistant. The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership and their functional area(s) to facilitate the efficient operations of the office and function. The Executive Assistant (A) schedules management, office management, travel arrangements, communications, information preparation, data management and analysis. The incumbent represents the executive and their interests to others. The Executive Assistant (A) delegates authority regarding matters of significance.

Core Job Functions:

Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support. Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion. Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for executive to include the rescheduling and/or cancellation of other high-level meetings. Manages executive’s travel arrangements and budget. Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive. Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls. Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive. Prioritizes and manages multiple projects and/or special assignments championed by the executive. Leads the planning of annual or ad-hoc special events. Trains and supervises lower level clerical staff as needed. Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions:

Responsible for managing Office of Faculty Affairs (OFA) financial operations including ordering supplies, event supplies including food, and promotional items through purchase order and requisition creation, tracking and reconciliation. Management of reimbursement for faculty meeting participation and travel that extends beyond the OFA to include faculty attending the ACC Academic Leader Network Meetings (3 times/year for 6 faculty), and faculty attending the Bouchet Honor Society meeting (1 event/year for 2-4 faculty). Track expenditures for the Office of Faculty Affairs including processing all expenditures and orders for events and supplies, follow-up to ensure timely fulfillment of all orders and maximizing budgetary dollars to ensure efficient spending of account dollars. Responsible for the management, oversight, and pacing of the OFA annual calendar to ensure office events and work runs at a pace that maintains excellence and allows space and time for annually reviewing and elevating each function of the Office of Faculty Affairs. Responsible for tracking event outcomes and reporting to allow the team to make data driven decisions about event, service and process improvements. Serve as the liaison with facilities administration and janitorial staff to ensure the office facilities are appropriately maintained. Process all yearly subscriptions and memberships for the Office of Faculty Affairs. Maintain Office of Faculty Affairs standard operating procedures related to assigned tasks. Assist with planning and preparing the long-range financial projections for each major OFA activity/event. Supervise student-workers.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Education:

Associate’s degree in relevant field

Experience:

Minimum 5 years of relevant experience

Knowledge, Skills and Attitudes:

+ General knowledge of office procedures and operations.

+ Ability to accurately prepare and maintain records, files, reports and correspondence.

+ Ability to communicate effectively in both oral and written form.

+ Ability to process and handle confidential information with discretion.

+ Skill in completing assignments accurately and with attention to detail.

+ Proficiency in computer software (i.e., Microsoft Office).

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 time

Employee Type:

Staff

Pay Grade:

A9