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Office Manager

3 months 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 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.

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  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.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.
  • 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.
  • 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.

Education:

Bachelor's degree in relevant field required

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 Specific Functions

  • Manages the day-to-day administrative function of the department. Evaluates departmental needs and prioritizes work appropriately to ensure objectives and deadlines are met.
  • Responsible for oversight and input of Workday Business Process Initiator transactions for Faculty, Staff and Students.
  • Prepares departmental travel requests and reimbursements for employees, conferences and seminar speakers and makes travel accommodations for external seminar speakers.
  • Manages customer service, accounts payable, purchasing, payroll and other associated university offices.
  • Attends all required meetings and trainings pertaining to WORKDAY, Purchasing, Accounts Payable, Disbursements, Effort Certification and Travel.
  • Oversees space -facilities needs for department including initiating, coordinating and submitting Facilities work orders, and UMIT telecommunications needs.
  • Maintains department space and equipment inventory.
  • Manages department calendar - schedule and secure conference rooms for student classes, dissertations and general meetings.
  • Reviews departmental practices/procedures and makes recommendations for improvement.
  • Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
  • Primary liaison with Human Resources representative to ensure the timely processing of all new hires, terminations, promotions, position changes and employee leaves for departmental staff.
  • Coordinates all personnel actions and paperwork for the department.
  • Manages employee records, monitors key control and access card records for staff, faculty and students.
  • Initiates the process of J-1 visa requests and extensions for foreign employees and students.
  • Identifies problems and informs the department Sr. Administrative Officer of major problems that require his/her action.
  • Assists the with department financial objectives by assisting with the preparation of the budget, analyzing variances and initiating corrective actions, as necessary.
  • Prepares fund and cost transfers to allocate funds and expenses to the respective accounts as needed and at fiscal-year end.
  • Prepares Payroll Accounting Adjustments and assists with the Employee Effort Certification process.
  • Analyses, reconciles and monitors department purchasing card and department Operating accounts using UM's Workday accounting system.
  • 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.
  • Provides administrative support to the department Sr. Administrative Officer, assisting with confidential matters regarding faculty, staff and students.
  • Initiates reports/correspondence, both internally & externally when needed.
  • Assists with the annual faculty reappointment, promotion, tenure process and faculty recruitment process.
  • 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.
  • Participates in special assignments/projects as directed and performs other duties as assigned.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

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:

H7