Administrative Assistant (A)

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The Rosenstiel School of Marine, Atmospheric and Earth Science has 2 exciting full time opportunities for Administrative Assistants. The Administrative Assistant reports to the Sr. Manager, Finance and Operations with a dotted line to the Department Chair and will assist with the administrative and operational functions for several Rosenstiel units. The incumbent will be an individual with strong communication and organization skills. An attention to detail and insistence on the accuracy, timeliness, reliability, and usefulness of business information will be important characteristics.  

Duties and Responsibilities

The successful candidate will provide service to he departments in three distinct functional areas, (1) Department (2) Human Resources and (3)Operations. The duties include:

Departmental Functions: 

• Assist the Chairperson as needed in the daily operations of the department and provide routine and general clerical support to faculty, students, and staff. 

• Answer telephone, take messages, answer routine questions, and transfer calls to appropriate individuals. 

• Greet visitors and callers, handle their inquiries, and direct them to the appropriate person according to their needs. 

• Inform faculty, students, and staff regarding UM and Rosenstiel policies and ensure these policies are complied with. 

• Liaising with central offices to problem solve any operational issues that may arise with business processes under their responsibility.  

• Order and maintain office supplies, make travel arrangements, and other administrative support. 

• Prepare web updates for department and electronic announcements for distribution. 

• Organizing seminars and meetings, including the coordination of any meals, amenities and/or other necessary details. 

HR Functions: 

• Serve as Workday Business Process Initiator for department. 

• Initiate hiring process for department for all employee categories and enter requisitions in Workday (new hires, temporary, courtesy appointments, international scholars, students). 

• Process Period Activity Pays as needed for staff and students. 

• Manage temporary employee assignments and terminate the assignments in Workday once it has ended. 

• Process DS2019 (J-1 Visa’s) as needed for employees and courtesy appointments.  

• Assist in the processing of H-1B Visa for employees in department. 

• Assist department with scheduling interviews (travel arrangements) for advertised positions 

Operational Functions: 

• Assist faculty and staff with corporate card expense reconciliations and ensure that all proper documentation is provided and uploaded, while ensuring compliance with UM and Rosenstiel policies and procedures.