We are seeking a part time assistant to support the Miami-Dade institute management team (IMT) in a way that maximizes the institute team’s effectiveness and enables the team to reach their ambitious goals. This role provides critical operational and administrative support for hiring institute summer staff, coordinating conference logistics, financial processes and tracking, written communication, and other special projects as necessary. This position reports to the Director, Institute Operations (DIO) for the Miami-Dade IMT and supports other IMT members as needed.
Administrative
- Scheduling meetings and conference calls, and arranging travel
Finance
- Organizing receipts and invoices, creating and submitting expense reports, processing summer staff reimbursements, and submitting payment requests
Data & Operations
- Entering data and tracking results in Microsoft Excel (and/or the Google Docs equivalent)
- Updating organizational systems to ensure team productivity and effectiveness
Conference Planning and Execution
- Organizing the details of conferences such as travel, team dinners, catering, room assignments, etc.
- Tracking travel booking by conference participants and following up with non-completers
- Preparing any deliverables for the conference (ie. printing agendas, creating/assembling nametags)
- Creating the post conference survey and sharing results with the IMT
Summer Staff Hiring and Matriculation
- Supporting candidate communication and interview scheduling
Communication with Key Stakeholders
- Communicating with other regional team members, summer staff members, and incoming corps members regarding relevant information and logistics pertaining to the Miami-Dade institute
Special Projects
- Any additional special projects as needed by the IMT
Longer term projects could include:
- Creating and managing systems for data organization and integrity
- Preparing internal team communications such as newsletters, data reports, and memos
- Conducting research to drive team projects and initiatives
- Helping manage the external inbox and communicating with corps members
Skills
- Strong customer service skills with quick response times, strong written communication, and consistent follow through
- Strong verbal communication and the ability to receive feedback with enthusiasm
- Detail-oriented with outstanding organizational and time management skills, including the ability to juggle several projects at once with a spirit of flexibility and a positive outlook
- Capable of working independently while completing tasks efficiently, reliably and accurately
- Personal responsibility for the work one does and his/her professional growth
- Maturity to handle personal information with discretion
- Thrive in behind-the-scenes roles
- Driven by our mission and demonstrate respect and humility for their colleagues as well as the communities with whom we partner. Learn about our core values and mission.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook required
- Comfort working with data, including data input, creating reports, and analyzing trends preferred
- Knowledge of using Google sites and documents is required; proficiency preferred
- Working knowledge of common office procedures and equipment preferred
Prior Experience
- Professional experience is highly preferred; previous support experience preferred but not required
Work Demands
- Employment Dates: Early February 2018-Late July 2018
- Hours: Approximately 15-25 hours per week (~20 regularly – more during peak times); flexible schedule during business hours; some weekend work required