Administrative Assistant - Miami University in Oxford Ohio

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Miami University

Oxford, Ohio


United States
(1935)

Categories

Detailed Job Description

Job ID: 1935 - SATSS - FT

Temporary Assignment not to extend past 06/30/2016 (position may be extended pending grant funding).

The Administrative Research Assistant of the Center for School-Based Mental Health Programs is responsible for varied administrative work unique to the CSBMHP requiring initiative and  independent judgment. The Administrative Research Assistant will work independently under general direction in tworoles: 1) CSBMHP office manager and 2) CSBMHP research program
manager. The office management duties of this position are to monitor general operating budget and account expenditures; assist with budget and account reconciliation; maintain official CSBMHP records; provide office operations support and coordinate CSBMHP special events; manage communications between the community and the CSBMHP; and implement administrative guidelines, procedures, policies and practices of the university.  The research program management duties of this position are to monitor grant/contract budgets and account expenditures; maintain grant and contract
records; transcribe qualitative research data (audio files); maintain quantitative and qualitative data files and records; periodically travel to research events with Director and CSBMHP staff to assist with administrative functions; and oversee the graduate research assistants and undergraduate research assistant volunteers on their day-to-day work related to CSBMHP grants and contracts projects. The Administrative Research Assistant will perform and/or coordinate administrative support functions for the CSBMHP, including the Ohio Mental Health Network for School Success.

Duties

Through the general office management duties, the Administrative Research Assistant of CSBMHP :

  • Monitors, maintains, and reconciles the CSBMHP general operating account expenditures; advises and/or determines which expenditures are within the university/budget guidelines; informs CSBMHP Director of irregularities and proceeds with corrective action, as directed by the CSBMHP Director; develops reports related to general operating budget account for reporting purposes, as identified by CSBMHP Director.
  • Maintains official CSBMHP records; processes Proposal Approval Forms, payroll forms, invoices from contracted agencies; and other forms related to the operation of the CSBMHP and OMHNSS business.
  • Provides office operations support such as preparing and composing correspondence, receiving and screening telephone calls and visitors, and screening and prioritizing mail.
  • Implements administrative guidelines, procedures, policies and practices of the university, as pertaining to the CSBMHP; responds to inquiries providing information requiring comprehensive knowledge of CSBMHP and university policies and procedures; and provides CSBMHP Director and staff with recommendations regarding policies and procedures to maximize the effectiveness of the CSBMHP operations.


Performs general office management duties for the CSBMHP staff such as maintaining calendars and maintaining record-keeping systems; develops and maintains databases and/or spreadsheets related to the general operation of CSBMHP activities; prepares special and recurring reports related to the trends of the general operation of the CSBMHP to be used for continuous quality improvement; prioritizes and arranges meetings, conferences, and appointments for staff; makes all necessary travel arrangements and itineraries; orders supplies, furniture, equipment, materials, and/or books in accordance with department/university guidelines; authorizes/approves expenditures or actions for administrative and operational need sometimes requiring high level signatures; executes and coordinates office operations such as office moves, meetings, conferences, workshops, and/or special events; and refers building and equipment maintenance requests.

Through the research program management duties, the Administrative Research Assistant of CSBMHP:

  • Completes and maintains CITI training as a member of the CSBMHP research team.
  • Monitors, maintains, and reconciles the CSBMHP grant and contract account expenditures; advises and/or determines which expenditures are within the funding agency/budget guidelines; informs CSBMHP Director of irregularities and proceeds with corrective action, as directed by the CSBMHP Director; develops reports related to funding agency requirements for reporting purposes, as identified by CSBMHP Director.
  • Maintains CSBMHP grant and contract records; processes forms related to the operation of the CSBMHP grant and contract projects; prepares special and recurring reports related to the requirements of the funding agencies.
  • Transcribes qualitative research data files (audio files) from key stakeholder focus groups, interviews, and other data collection methods.
  • Maintain quantitative and qualitative data files and records, under the direction of the CSBMHP Director, in compliance with all IRB requirements, funding agency requirements, and legal and ethical requirements for the protection of sensitive research data.
  • Periodically travels to research events with Director and CSBMHP staff to assist with administrative functions.
  • Oversees the graduate research assistants and undergraduate research assistant volunteers on their day-to-day work related to CSBMHP grants and contracts projects, under the direction of the
  • CSBMHP Director.

Excellent verbal and written communication skills appropriate for a variety of audiences; Skill in transcription of audio files; Skill in problem-solving and decision-making; Excellent organizational skills with strong follow-through and attention to detail; Strong interpersonal skills; Knowledge of office and administrative practices and principles; Knowledge and skill in accounting and budgeting procedures and techniques.

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

Bachelor's degree in Business or closely related field pertinent to the CSBMHP AND one (1) year of directly related administrative experience; OR, Five (5) years of directly related administrative experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved. Previous experience in effectively managing a complex office space and/or grant-funded projects; previous experience working in university settings, K-12 settings, and/or mental health/behavioral health settings.

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

  • Psychology
  • Administrative Assistant
  • #1 Nationally for best teaching
  • Opportunities for growth and advancement
  • Inclusive, equitable working environment
  • Program Administrators and Coordinators
logo
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
References