Manager, Business Operations

2 months ago

Coral Gables, United States InsideHigherEd Full time
Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

GENERAL DESCRIPTION

Evaluates, administers, and manages all business and administrative matters, including operations, budget, and programs for the Toppel Career Center. Provides financial analysis and manages the budgetary controls in partnership with various levels of management. Provides high-level administrative support to the Associate Dean and supervises office operations, front desk, and facilities at the Toppel Career Center. Handles multiple projects simultaneously. Provides support with all departmental events. Much of the work is confidential and non-routine.

Purchasing and Budget Tasks

  • Manage, implement, coordinate, plan, and evaluate the business operations for the department, which may include statistical, performance, and managerial reporting, budget support, capital planning, and process improvement

  • Develop and ensure adherence to the department’s annual budget by university guidelines and policies. Participate in financial analysis and planning, including monitoring and reporting on monthly budget variances and opportunities to improve performance

  • Oversee the review, approval, and reporting of all expenditures. Review and approve financial transactions

  • Plan, organize, and oversee purchasing operations of the office

  • Analyze budget and monitor and authorize expenditures daily

  • Oversee and reconcile Workday expenses for the senior leadership team

  • Manage contract process in collaboration with respective internal and external stakeholders

  • Use Workday to generate reports for the Associate Dean, Executive Director, and Director of Career Education monthly

  • Meet with each Associate Director and Assistant Director monthly to discuss events and expenses related to events to ensure we stay within budget and make budget-conscious choices

  • Oversee the proper completion and submission of all purchase order requisitions, work orders, check requisitions, travel expense reports, and other purchasing documents

  • Manage accounts receivable process at Toppel, ensuring that all funds for Toppel services are collected on time

  • Investigate, analyze, and reconcile departmental accounts

  • Formulate and provide revisions to the department’s annual budget; generate justification letter for budget increases

  • Approve student assistant salary expenditures to ensure the office functions within budget

  • Oversee submission of student time sheets to ensure students are working within hours according to budget

OPERATIONS management

  • Oversee the maintenance and upkeep of the Toppel building and all equipment, as well as the layout, arrangement, and housekeeping of office facilities

  • Serve as liaison to the various departments within Facilities, including Access Control, HVAC, Design, Environmental Health and Safety, Landscape Design, and ABM

  • Submit and troubleshoot work orders for any building maintenance and follow up as needed

  • Submit work orders to activate Cane ID to access the building and request alarm codes for new staff members

  • Create and manage support systems to ensure availability of cost-effective supplies, equipment, and management information

  • Evaluate existing internal controls and approval processes and make recommendations on how to improve fiscal integrity and operational efficiency

  • Establish and continuously assess the effectiveness of the internal controls within the unit and compliance with university policies and procedures. Ensure employees are trained on controls within the function and on university policy and procedures

PERSONNEL

  • Hire, train, supervise, and evaluate 8-10 front desk Guest Experience Assistant student staff (including two student supervisors) and ensure that students are adhering to the dress code, University policies, and procedures, as well as their assigned duties

  • Responsible for managing the front reception area operation of the Toppel Career Center

  • Maintain Toppel and Toppel Advising Outlook calendars and provide routine and general clerical support

  • Serve on a committee to plan and implement Toppel Student Training in the Fall and Spring Semesters

  • Support supervisors with the department hiring process, including processing all the required documents with Human Resources through Workday

  • Responsible for hiring all student staff within Workday

Support for Associate Dean & Executive Director

  • Manage the calendar for the Associate Dean

  • Provide support to the Associate Dean and Executive Director as needed

  • Coordinate set-up, swag bags, and catering needs for the Associate Dean’s meetings

ADMINISTRATIVE DUTIES

  • Order office supplies and maintain a current inventory of supplies and giveaways within three storage/supply areas

  • Prepare financial forms (Internal Service Delivery (ISD) and reconcile expenses for travel cards and purchasing cards)

  • Assist with the vision and logistics of department events

  • Assist with ordering catering, decorating, and setting up for events

  • Complete other duties as assigned

KNOWLEDGE, SKILLS, ABILITIES (KSA):

  • Knowledge of routine office practices and procedures

  • Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment

Knowledge of Microsoft Office (Word, Excel, PowerPoint)

  • Knowledge of Workday preferred

  • Solid relationship-building skills, able to interface with internal and external clients at all levels

  • Excellent interpersonal communication skills

Excellent written and verbal communication

  • Ability to enter and verify information with accuracy and a reasonable rate of speed

  • Ability to understand and follow oral and written instructions

EDUCATION REQUIREMENTS:

  • Bachelor’s degree preferred

WORK EXPERIENCE REQUIREMENTS:

  • Five (5) years of related experience

  • Equivalent combinations of education/experience may be considered



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 for additional information.Job Status:Full timeEmployee Type:StaffPay Grade:A10

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