Job Information
University of Miami Office Manager in Coral Gables, Florida
Current Employees:
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Oversees departmental operations in the Frost School of Music Instrumental Performance & Music Keyboard Performance. This individual serves as a liaison between the department chair and faculty, staff, students, parents, and the general community. Responsible for the overall department personnel management, fiscal management, and administrative duties. Ensures effective and efficient workflow and adheres to established standards.
Primary Duties and Responsibilities:
Office Management 35%
Manages the day-to-day administrative function of the department. Evaluates departmental needs and prioritizes work appropriately to ensure objectives and deadlines are met.
Reviews departmental practices/procedures and makes recommendations for improvement, with a focus on new technology, training, and administrative systems.
Initiates action to resolve problems and handle various requests; elevates appropriate matters to the attention of the department chair or Business Officer.
Responsible for oversight and input of Workday Business Process Initiator (BPI) transactions for Faculty (FAC), Temporary Faculty (TMP-FAC), and Students (STU).
Assists department chair in the development, preparation, and dissemination of promotional brochures and materials.
Coordinates special projects and events on an ad hoc basis as assigned.
Responds to inquiries on policy and procedures from various constituencies or directs to appropriate individuals within the department/college.
Oversees preparation and mailing of brochures and application materials.
Ensures compliance with departmental and university policies and procedures.
Initiates appropriate follow-up/action when necessary.
Fiscal Management 25%
Assists the department chair with the preparation and maintenance of the annual budgets.
Ensures department budgets comply with UM and/or federal agency guidelines.
Provides budgetary analysis and ensures expenditures do not exceed established budgeted levels; works with the department chair and/or Business Officer to identify alternative sources if additional funding is needed
Prepares financial summaries for monthly review with the department chair and Business Officer.
Works with confidential reports, budgets, and payroll authorization.
Analyses and monitors accounts in the Workday accounting system.
Responsible for providing training of faculty within the department in fiscal policies and procedures.
Assists in planning and arranging travel accommodations for faculty, students and visitors.
Oversees the expenditure control for all travel requests and submits expense reimbursements,
Prepares purchase order requisitions, reconciles purchasing card transactions, and submits Facilities and Telecom work orders for the department.
Responsible for accuracy, timeliness, and compliance with departmental, school, and university policies and procedures.
Responsible for negotiating vendor pricing and services and making purchase decisions of office supplies and maintaining inventory.
Personnel Support 25%
Directs student assistants, i.e., monitors attendance and performance. Establishes priorities and ensures that tasks are assigned appropriately. Ensures students receive appropriate training and instructions relative to their responsibilities.
Coordinates all personnel actions and paperwork for the department.
Departmental liaison with facilities administration and housekeeping to ensure the departmental facilities are appropriately maintained.
Identifies problems and informs the department chair of major problems that require his/her action or funding from outside the department.
Administrative Support 10%
Provides administrative support to the department chair, assisting with confidential matters regarding students and faculty.
Initiates reports/correspondence, both internally & externally on behalf of the department chair.
Assists the department chair with the annual faculty reappointment, promotion, and tenure process.
Assists with the faculty recruitment process.
Coordinates meetings, compile files, prepares confidential correspondence
Ensures compliance with University policies regarding faculty searches (affirmative action, Dean’s office, etc.) and maintains appropriate files and documentation. below)
Coordinates, analyzes, and recommends changes in the administrative activities and procedures which may include personnel, budget preparation, and record maintenance and drafts changes as needed.
Coordinates special projects and events on an ad hoc basis as assigned, including recitals, performances, etc.
Other duties as assigned 5%
Minimum Qualifications:
High school diploma or equivalent
Minimum 5 years of related experience. Any relevant education, certifications and/or work experience may be considered.
Skills & Abilities:
Ability to communicate with all levels of employees; customer-oriented
Skills in assessing, organizing, prioritizing multiple tasks, project
Strong skills in written and verbal communication
Ability to lead, motivate and direct others
Knowledge of MS suite (Word, Excel, PowerPoint)
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
A7
The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation.
The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.
The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.
Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.
The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.
Transforming lives
With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.
The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.