Office Manager

2 weeks ago

Miami, Florida, United States UOMUOMUS 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.

The Facilities Department has a great opportunity for an Office Manager to work at the Marine Campus.

The Office Manager manages a variety of office functions, including but not limited to clerical work, data maintenance, and department operations. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.

CORE JOB FUNCTIONS

  • Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions.
  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Develops and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.
  • Completes operational requirements by scheduling and assigning employees; follows up on work results.
  • Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.
  • Maintains office staff by recruiting, selecting, orienting, and training employees.
  • Evaluates office staff by coaching, counseling, and disciplining employees; plans, monitors, and appraises job results.
  • Achieves financial objectives by assisting with the preparation of the budget, scheduling expenditures, analyzing variances and initiating corrective actions, as necessary.
  • Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.
  • Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Education:

High School Diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 5 years of relevant experience

Knowledge, Skills and Attitudes:

  • Ability to communicate effectively in both oral and written form.
  • Ability to maintain effective interpersonal relationships.
  • Ability to manage a budget and work within the constraints of that budget.
  • Ability to effectively plan, delegate and/or supervise the work of others.
  • Ability to process and handle confidential information with discretion.
  • Proficiency in computer software (i.e. Microsoft Office).

DEPARTMENT ADDENDUM (specific to Marine campus, Facilities & Operations dept)

Department Specific Functions

Office Management

  • Responsible for the day-to-day office functions such as: scheduling meetings and appointments, maintaining, ordering, and storing of all office supplies, greeting and providing general support to visitors, maintaining the conditions of the office including printers/copy machines, and coordinating with UMIT to resolve any issues with all office equipment or systems.
  • Assists in the onboarding of new employees by providing building access, ordering uniforms and tools, issuing access to office equipment and supplies, and coordinating any necessary training (WebTMA, ULearn, certifications, etc.).
  • Coordinates surplus furniture, equipment and computer item disposals.

Budget/Financial

  • Ensures department purchases are in compliance with UM and/or federal agency guidelines.
  • Assists with budget preparation of cost projections.
  • Processes proposals/quotes, approvals, and invoices related to the purchase of materials, equipment and services.
  • Processes invoices and payments via purchase orders and assists in generating and renewing standing purchase orders for each fiscal year.
  • Coordinates and schedules vendor services as requested by Facilities manager and as required by the department's preventative maintenance program.
  • Responsible for departmental p-card purchase and the journaling of expenses to coincide with correct building accounts.
  • Ensures all vendor profiles are maintained up to date in Workday, including certificates of insurance.
  • Ensures all vendor Service Level Agreements (SLA's) and Terms & Conditions are current and coordinates renewal process as needed.

Administrative Support

  • Maintains Access Control and Deferred Maintenance records and issues reports as requested by supervisor.
  • Ensures that all FM databases, SOP, Policies & Procedures, on-call lists, etc. are maintained up to date.
  • Assists in hurricane season preparations by inventorying and ordering supplies, maintaining all documentation up to date, participating in necessary trainings, and tracking expenses for FEMA reimbursement.
  • Works closely with and serves as the back-up to the Facilities Work Control Representative requiring the creation of work orders, receiving reports of facilities related issues on campus via phone, email, or the University's work order management system (WebTMA), dispatching Facilities team members to any reported facilities issues on campus, and drafting and distributing email communications.
  • Maintains access control system; issues and deactivates Cane Cards as appropriate in CS GOLD and Onity systems.
  • Coordinates UM/non-UM events on campus in conjunction with Dean's Office, Business Office, Campus Safety, catering services and custodial services.
  • Manages the following records and provides reports as requested by the supervisor: project files, maintenance contracts, building plans, campus surveys, underground utilities plans, County property leases, operation permits/licenses, equipment and contractor warrantees, facilities condition reports, asbestos management plan, abatement projects, roof inspection/maintenance records, 40 year building recertification, pressure vessel certification/permits and inspection records, backflow preventer plans and records.
  • Coordinates all personnel actions and paperwork for the department.
  • Ensures that Facilities staff is informed of UM fiscal and personnel policies and procedures.
  • Coordinates special projects and events on ad hoc basis as assigned.
  • Initiates reports/correspondence, internally & outside UM on behalf of supervisor.
  • Performs other duties as assigned.



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 time

Employee Type:

Staff

Pay Grade:

A7

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