Administrative Assistant III, CASA
Barry University · Miami Shores
Summary
The Administrative Assistant III serves as the administrative operations coordinator for the Center for Academic Success and Advising (CASA), overseeing the operational systems and administrative processes that support the department's daily functioning. The position coordinates student employment administration, facilities and technology operations, departmental logistics, space utilization, resource management, and high-volume customer service while serving as a central liaison with multiple university departments. This position exercises considerable independent judgment in coordinating operational priorities to ensure efficient and uninterrupted departmental operations. The attitude, courtesy and helpfulness of this position should support Barry University in its mission to foster individual and communal transformation where learning leads to knowledge and truth, reflection leads to informed action, and a commitment to social justice leads to collaborative service.
This position is in-person
Essential Functions
Administrative Operations
Coordinates day-to-day administrative operations to ensure efficient functioning of the department.
Serves as primary point of contact for incoming visitors, students, faculty, staff, and university administrators, providing outstanding customer service and directing inquiries appropriately.
Manages high-volume office traffic and ensures efficient front office operations.
Processes departmental mail, packages, deliveries, and outgoing correspondence.
Provides cross-coverage for the Administrative Assistant III during scheduled breaks and absences to ensure uninterrupted office operations.
Student Employment Coordination
Coordinates all administrative processes related to student employees, including Federal Work Study and other student assistant positions.
Coordinates recruitment, hiring, onboarding, employment documentation, scheduling, payroll processes, and offboarding of student employees.
Serves as departmental resource regarding student employment procedures and university policies.
Maintains employment records and monitors compliance with institutional requirements.
Technology Liaison
Serves as departmental liaison with Information Technology.
Coordinates technology requests including equipment purchases, computer deployments, software installations, account access, telephone services, printer support, and troubleshooting requests.
Maintains inventory of departmental technology resources.
Assists with technology setup for new employees and workspaces.
Space and Resource Management
Coordinates departmental room reservations and space utilization.
Collaborates with Conference and Events to reserve meeting rooms and event spaces.
Assists with scheduling and logistics for departmental meetings, trainings, workshops, and special events.
Monitors shared spaces to ensure readiness for daily operations and programs.
Event and Program Support
Supports the Operations Manager with planning and logistical coordination for departmental events, workshops, orientations, trainings, and supplemental programming.
Assists with event preparation including room setup, materials, technology coordination, catering requests, and post-event logistics.
Coordinates operational details to ensure successful program implementation
Facilities Coordination
Serves as CASA's liaison with Facilities Management.
Coordinates maintenance requests, work orders, furniture needs, repairs, office moves, signage, and building-related issues.
Assists in maintaining safe, functional, and welcoming office spaces.
Collaboration and Communication
Collaborates with internal and external stakeholders including Human Resources, Information Technology, Facilities Management, Conference and Events, Financial Aid, Payroll, Purchasing, and other university departments.
Maintains effective communication across departmental teams to support operational efficiency.
Performs other duties as assigned.
Qualifications/Requirements
The successful candidate:
- An Associate's degree or Bachelor's degree is preferred.
- 3-5 years of administrative experience.
Must have the ability to anticipate and identify problems and evaluate potential solutions; take or recommend appropriate actions and determine which problems to handle independently and which to refer; follow up on problems and help bring about resolution; and choose wisely from available courses of action, recognizing the impact of decisions on results.
Establish priorities and work to complete tasks within specified timeframes, while balancing the responsibilities of day-to-day operations.
Possess a working knowledge of Microsoft Word, Excel, PowerPoint, Publisher, Outlook, and SharePoint and be willing to continuously enhance skills with these technologies, and others, as work-related assignments require; ability to select appropriate technology with which to complete tasks and projects
Excellent organizational skills to: facilitate the storage and retrieval of data; use tools and technologies to expedite completion of, and perfect, the required end-products; maintain and update Learning Center scheduling systems; and maintain and update Learning Center records and databases in a timely manner.
Excellent oral communication skills; ability to communicate effectively with current and prospective students, parents, staff, faculty, and administrators within and across the University on a daily basis; pleasant and welcoming tone and speaks clearly in person and over the telephone; communicates clearly via email; written communications are free of grammatical, mechanical, syntactical, and spelling errors.
Possesses a general understanding of Learning Center programming and University learning and academic support services; is able to effectively communicate this information to others (e.g., students, prospective students and their families, university personnel) and to refer students to appropriate personnel as needed, to facilitate student success.
Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.