Administrative Assistant III, CASA at Barry University in Miami, FL

Job description

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 sho uld support Barry University in its mission to foster individual and communal transformation where lea rning leads to knowledge and truth , reflection lead s to inform e d action, and a com mitment 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/Requirement