Administrative Assistant - Miami University in Oxford Ohio

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Miami University

Oxford, Ohio

United States


Detailed Job Description

Job ID:  1779 - SATSS - FT

Manages the administrative functions of the Investments & Treasury Services Office as well as the Controller's Office, which includes the departments of General Accounting, Accounts Payable, and Grants and Contracts. Combined, these offices are staffed with 30 team members and budgets totaling approximately $2.2 million. This position is responsible for reviewing and the timely processing of sensitive University financial and employee information.

Manages and supports the workload of the offices of the Chief Investment Officer and the Controller.  Such responsibilities include, but are not limited to: handling and preparing confidential employee and University financial records, scheduling meetings, managing calendars, preparing correspondence, filing, copying & scanning documents, ordering supplies and coordinating staff vacation schedules.


Prepares materials for various University and Foundation Board committee meetings. Organizes meeting logistics for various Foundation Board meetings.

Directs the distribution of the annual financial statements for the University and the Foundation.  Prepares annual audit confirmations for University and Foundation investment managers, financial institutions, and debt as part of the annual external audit process.

Maintains the annual financial report distribution list with current names and addresses. Ensures that the mailing is done promptly each year.

Makes staff travel arrangements and prepares related expense reports and credit card reconciliations. 

Prepares requisitions or departmental purchases of office supplies and equipment as needed.

Reviews departmental expenses against the annual departmental budgets by reviewing the monthly accounting reports, verifying the expenses, reconciling departmental credit cards, and resolving any issues or errors in a timely manner.

Responsible for Stop Payment processing requests from Accounts Payable and Payroll and Stop Payment reversals for Treasury Services.  Provides back up support for the daily accounts payable check and ACH payment processes.

Provides the primary back-up support for the Treasury Assistant due to absence from the office.  These tasks include daily cash management duties, transfer of funds, payroll withholding reporting and payment, and other key treasury tasks as required.

Provides primary backup support for new security authorizations including Banner Finance, Miami's e-procurement system, Banner Travel Module, and Miami's purchasing card program.  Maintains authorization files on approved security changes for users.  Deactivates users when they terminate employment or change responsibility.

Processes titles for University owned vehicles at the Ohio Bureau of Motor Vehicles and Butler County Clerk of Courts.

Manages the job posting, coordinates the resume review, interview, and hiring process for the staff and student intern positions in the Investments & Treasury Services Office and the Controller's Office departments.

Answer primary Controller's Office departmental telephone and direct calls appropriately.  Manage and maintain primary departmental email account for the Controller's Office.   Perform special project work as assigned by the Chief Investment Officer and the Controller. It is expected that special projects will be regularly assigned.

Organizes record retention for the department. Maintains the department's record retention policy, and provides information to staff members to assist them in complying with the policy.  Maintains the department's library of reference materials, including the filing of documents and records.

High level of computer literacy (including word processing, spreadsheet applications, presentation software, and databases), strong written and verbal communication skills, the ability to research within Miami's intranet of websites, work independently, accurately, and within deadlines.

Generally typical office environment, though some of the tasks may require considerable walking, standing, or bending. May have periodic assignments which entail dealing with modestly unpleasant conditions.

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

A Bachelor's degree is preferred. Experience in a university or similar environment is desired.

Preferred additional qualifications:  Notary Public, knowledge of complex computer-based accounting systems, experience making and revising travel arrangements

Special Instructions to Applicant

Department request Cover Letter, Resume and References be attached.

Miami University, an equal opportunity/affirmative action employer with smoke- and tobacco-free campuses, is committed to a multicultural environment and strongly encourages applications from minorities, females, veterans and individuals with disabilities.

Keyword Phrases

  • Controllers Office
  • Administrative Assistant
  • #1 Nationally for best teaching
  • Opportunities for growth and advancement
  • Inclusive, equitable working environment
  • Program Administrators and Coordinators
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: Other
Salary: See Job Description
Type of School:Research University
Application Requirements: CV/Resume
Cover Letter