Administrative Assistant - Miami University in Oxford Ohio

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Miami University

Oxford, Ohio

United States


Detailed Job Description

Job ID #1297 - SATSS - FT

Supports the Electrical and Computer Engineering (ECE) Chair, faculty, staff, and students.  Performs a variety of complex administrative tasks involving some discretion and requiring moderate amounts of independent judgment related to the oversight of the daily operations of the ECE Department. 

Assists in course scheduling, enrollment management, force-adds.  Monitors enrollment and other activities through Banner.  Assists with running DARs and major/minor matriculation requirements.  Provides curricular support; maintains Petition Committee records and prepares course approval forms.  Maintains student files and spreadsheet of majors/advisors.  Helps produce, administer and compile student surveys such as the Senior Exit Survey.

Monitors and reconciles spending, approvals and balances of departmental budget and a variety of financial accounts such as travel, hosting, gifts, scholarships, faculty research accounts, and the department credit cards.  Assists with travel and expense reports.  Assists with logistics and finances for departmental events and academic workshops.  Uses systems such as Buyway, Workflow and the Credit Card Reconciliation system.

Provides support for academic searches and employment-related processes for faculty, staff and students.  Works with HireTouch software, submits Electronic Personnel Action Forms (EPAFs).  Hires and supervises student workers.  Approves student workers’ time cards in Kronos.


  • Provides planning and logistical support for department events, outreach and student recruitment.  Schedules prospective student visits.  Maintains folders of materials for prospective students.  Helps carry out events such as ECE Advisory Council meetings, conferences, department social events, and hosting of outside speakers.  Helps make arrangements for visiting scholars.
  • Maintains department records on appropriate network drives; takes and keeps minutes of department meetings.  Updates the student advising sheets and student handbook.  Produces departmental publications including letters, newsletters, reports, posters, brochures, and presentations.  Assists with and contributes to social media content and the department website.  Maintains department bulletin boards and electronic display(s).
  • Assists chair in preparing department reports and preparing and processing university forms.  Assists chair and faculty in creating assessment and accreditation documents.  Assists chair with administration and correspondence relating to academic integrity cases.
  • Maintains schedule and access for labs.  Works with IT services for support.
  • Helps maintain the ECE copier(s)/printer(s) and office area, orders supplies, serves as Building Point of Contact for ECT.
  • Other duties as assigned.

Minimum Qualifications

  • Nine months of coursework or training beyond high school in Business Administration and three years related experience, or an equivalent combination of education and expertise.

Preferred Qualifications

Strong candidate will have:

  • Ability to multi-task.
  • Excellent interpersonal skills with ability to interact in a diverse, team-oriented work environment.
  • Working experience in higher education or similar setting.
  • Working knowledge of Miami University and familiarity with Miami’s policy and procedures, including Buyway, HireTouch, EPAFs, MInE, DARS, travel and expense reporting, Kronos and credit card reconciliation. 
  • Strong organizational and administrative skills.  Complexity of some tasks requires discretion and independent judgment.  Knowledge of computer and office applications including word processing, spreadsheets, and presentation graphics. 

Special Instructions to Applicant

Dept. requests cover letter, resume and three references

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

  • Electrical & Computer Engineering
  • Administrative Assistant
  • #1 Nationally for best teaching
  • Opportunities for growth and advancement
  • Inclusive, equitable working environment
  • Academic Administration
  • 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