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Administrative Assistant

Apply now Job no: 501592
Department: Office of Alumni Relations
Location: Oxford, OH
Work type: Hourly Staff
Categories: Office, Clerical, Administrative Support, Fund Raising, Development, Alumni
Status: Full Time
Temporary: No

Job Title: Administrative Assistant


Hours Per Week:

40 Hours

Job Summary:

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 business functions of University Advancement.

This role may require occasional evenings and weekend events.

Miami University recognizes that technology enables us to find new ways of providing first class service and workplace flexibility. This position is approved for remote work on a hybrid basis, following a successful period of six (6) months of employment. Remote work is a working arrangement that can be modified or revoked by Miami University at any time for any reason.

In alignment with Miami University’s statement on Diversity and Inclusion, University Advancement is committed to and fully embraces the philosophy and belief that a diverse community is among an institution's greatest strengths. The Division of University Advancement is committed to creating an inclusive work environment where all people feel safe, valued, and respected. To view our full statement including our specific commitments, please visit our website:

Duties/Physical Demands:  •Monitors and reviews operations of unit; ensures smooth work flow; ensures work product meets professional standards.
•Serves as informational resource to staff; investigates and resolves problems or difficulties related to area of expertise.
•Assists University staff, faculty, and students; answers inquiries and provides information.
•Oversees staff; assists in the enforcement of policies and procedures; establishes schedules and reviews performance.
•Gathers and analyzes statistical information regarding department's programs and activities; produces reports.
•May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments; may maintain inventory of supplies.
•Coordinate with alumni team on logistics and execution of alumni relations programs and in-person, virtual, and hybrid events: create and manage event registration pages/RSVPs; prepare event materials such as name tags, registration lists, and other collateral; assist with the coordination of speakers and meetings; and serve as point of contact over email, phone and in-person to support event attendees
•Work within established CRM templates to build event communications for alumni relations programs and events including: content creation and editing process; event email marketing; logistical coordination of mailings, emails; updating content on alumni program/event webpages.
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.

Required Knowledge, Skills and Abilities:  •Ability to multitask and prioritize.
•Professional business experience and office management.
•Familiarity with Banner Finance and/or Advancement modules; experience using BI.
•Experience handling budget adjustments, journal entries, travel reimbursements.
•Familiarity with University accounting and purchasing procedures and guidelines.
•Ability to manage the process and flow of alumni relations team data: input, integrity, and reporting in customer relationship management (CRM) and other database tools. Review, enter, report, research, update, and maintain alumni data to ensure accuracy.
Diversity Statement:

Miami University is committed to creating an inclusive and effective teaching, learning, research, and working environment for all.

For more information on Miami University’s diversity initiatives, please visit the Office of Institutional Diversity & Inclusion webpage. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

EO/AA Statement/Clery Act:
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to or 513-529-3560.
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at:, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at (513) 529-2223.
Labor Law Posters for Applicants:
Miami University is committed to providing up-to-date information from the Department of Labor to our applicants for employment. Here, you will find links to the current information regarding the Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO), and the Employee Polygraph Protection Act (EPPA).
Benefits Eligible:




A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

For questions regarding reasonable accommodations for disabilities, or to follow-up with a request, please contact or (513) 529-3560.

Advertised: Eastern Daylight Time

This Organization Participates in E-Verify.

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