Office Manager

4 weeks ago

Coral Gables, Florida, United States University of Miami 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.

Under the supervision of the Sr. Business Officer, the Office Manager performs a variety of high level administrative and office support functions within the College of Engineering to facilitate the efficient operations of the assigned department(s) and provide robust support to the academic mission of all the departments. May serve in the absence of other CoE Office Managers in various assigned units as necessary. The Office Manager oversees departmental operations; ensures effective and efficient workflow and adheres to standards.

Primary Duties and Responsibilities:

Office Management
  • Plans and manages office service activities such as reception, telephone, mail, fax, copying equipment, and the purchasing, receiving, and storing of office supplies.
  • Liaisons with Program Manager in assigning, scheduling, training, and evaluating performance of the Administrative Support personnel assigned to their Department.
  • Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate.
  • Initiates appropriate follow-up/action when 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.
Budget/Financial
  • Achieves financial objectives by assisting the SBO with the preparation of the department(s)' operational budget, analyzing variances and initiating corrective actions, as necessary.
  • Ensures department budgets are in compliance with the College of Engineering and UM guidelines.
  • Ensures that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget, and works with supervisor to identify alternative sources and/or to request funds.
  • Will liaison with Director, Sponsored Programs and assist with grant related support as it relates to support of the faculty in their grant endeavors.
  • Negotiates the purchase of office supplies and assist the faculty with the purchase of grant related equipment and oversees the receiving and shipping of supplies and equipment and tracking of the equipment in conjunction with the Director of Facilities.
Administrative Support
  • Responsible for directly assisting in all facets of faculty recruitment, reappointment, promotion and tenure process.
  • Responsible for or liaison with other central CoE units (Admissions, Advising, Business Offices, Sponsored Programs, etc.) as necessary to ensure that all the graduate student functions for their designated units, are properly completed to include but not limited to: completion of student files, admission process, processing of I-20s, stipend processing, and other necessary functions to support the students.
  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records and equipment (in conjunction with Facilities Director).
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Coordinates meetings, compiles files, and prepares confidential correspondence.
  • Ensures that technical / research personnel are informed of and comply with UM fiscal and personnel policies and procedures.
  • Serves as the departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained.
  • Coordinates special projects and events on ad hoc basis as assigned.
  • Responsible for departmental P-Card and T-Card purchases and input of Payroll Accounting Adjustments (PAA) in workday.
  • Initiates reports/correspondence, internally & outside UM on behalf of supervisor.
  • Ensures compliance with University policies regarding searches (affirmative action, dean's office, etc.); maintains appropriate files and documents; handles correspondence.
  • Assists with confidential matters.
  • Performs other duties as assigned.
CORE QUALIFICATIONS

Education:

Bachelor's degree in related field

Certification and Licensing:

N/A

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).
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

  • Office Coordinator

    2 weeks ago

    Coral Gables, Florida, United States Pensum Financial Full time

    Company OverviewPensum Financial is a dedicated family office focused on investments in commercial real estate.Position OverviewWe are seeking a full-time on-site Administrative Assistant to enhance our operations in managing real estate investments. This role is pivotal in ensuring the smooth functioning of our office through various administrative...

  • Office Coordinator

    2 weeks ago

    Coral Gables, Florida, United States Pensum Financial Full time

    Company OverviewPensum Financial is a dedicated Family Office focused on investments in commercial real estate.Position OverviewWe are seeking a full-time on-site Executive Administrative Specialist to join our team in Coral Gables, FL. This role encompasses a variety of administrative responsibilities aimed at enhancing the operational efficiency of our...

  • Office Coordinator

    2 weeks ago

    Coral Gables, Florida, United States CitiStaffing Full time

    Office CoordinatorCitiStaffing, a leading firm in the tech consulting sector, is seeking an Office Coordinator to enhance our operational efficiency. The successful candidate will demonstrate exceptional standards, strong communication abilities, and a proactive approach to managing daily responsibilities.Key Responsibilities:Manage a high volume of incoming...

  • Office Support Specialist

    2 weeks ago

    Coral Gables, Florida, United States MiaCucina Full time

    Job OverviewWe are seeking a diligent Office Support Specialist to become a vital part of our team. The primary role of the Office Support Specialist involves assisting our management and staff, facilitating daily office operations, and overseeing general administrative functions. The ideal candidate should possess outstanding verbal and written...

  • Office Operations Coordinator

    5 days ago

    Coral Gables, Florida, United States MiaCucina Full time

    Job OverviewMiaCucina is seeking a highly skilled and organized Administrative Support Specialist to join our team. As a key member of our administrative staff, you will be responsible for providing exceptional support to our management and employees, ensuring the smooth day-to-day operation of our office.Key ResponsibilitiesAdministrative Support: Provide...

  • Legal Office Assistant

    1 week ago

    Coral Gables, Florida, United States Trust Counsel PL Full time

    Legal Office AssistantTrust Counsel PL is actively seeking a dedicated Legal Office Assistant to enhance our team. This position is essential in providing administrative support to our legal professionals, ensuring efficient operations and exceptional client service. We pride ourselves on fostering a collaborative work atmosphere, offering competitive...

  • Branch Office Administrator

    1 month ago

    Coral Gables, Florida, United States UBS Full time

    Branch Office AdministratorUnited States - Florida Business management, administration and support Global Wealth Management Job Reference # 297889BR City Coral Gables, Miami Job Type Full Time Your role Are you incredibly organized with an eye for detail? Are you a skilled multitasker?We're looking for a BOA to:• support the branch management team...

  • Senior Office Coordinator

    2 weeks ago

    Coral Gables, Florida, United States University of Miami Full time

    Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click 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 . The Senior Office Coordinator is responsible for a wide range of...

  • Senior Office Coordinator

    1 week ago

    Coral Gables, Florida, United States University of Miami Full time

    Current Employees: If you are currently employed at the University of Miami, please log in to Workday to access the internal application process. For guidance on applying for faculty or staff positions using the Career worklet, please review the provided resources. The Senior Administrative Assistant is responsible for a range of clerical duties and office...

  • Senior Office Coordinator

    2 weeks ago

    Coral Gables, Florida, United States University of Miami Full time

    Current Employees: If you are currently employed at the University of Miami, please log in to Workday to utilize the internal application process. For guidance on applying for faculty or staff positions through the Career worklet, please refer to the appropriate resources. The Senior Office Coordinator is responsible for a range of clerical tasks and...

  • Chief Technology Officer

    2 weeks ago

    Coral Gables, Florida, United States Inter Miami CF Full time

    The Chief Technology Officer will be instrumental in managing all IT and Data Management functions for the organization. This role is pivotal in ensuring exceptional customer service and effective technology solutions. Key Responsibilities:Formulate the Technology Master Plan for the venue.Design a thorough strategy for wireless, broadcast, and wired...

  • Junior Mortgage Loan Officer

    5 days ago

    Coral Gables, Florida, United States Americasa by Nationwide Mortgage Bankers Full time

    About the Role:We are seeking a skilled and high-producing Mortgage Loan Processor JR to work with our mortgage loan officers and Sr Loan Processor on our team at Americasa by Nationwide Mortgage Bankers.Responsibilities:Loan Package Preparation: Prepare and submit detailed loan packages to the lender underwriting department for approval or denial.Loan...

  • Chief Compliance Officer

    1 week ago

    Coral Gables, Florida, United States SS&C Technologies Full time

    Chief Compliance Officer - Fund OversightSS&C Technologies, a leading provider of investment and financial services, is seeking a seasoned Chief Compliance Officer to oversee the compliance programs of certain investment company clients.This critical role ensures that fund and service providers comply with Rule 38a-1 of the Investment Company Act of 1940, a...

  • Family Office Client Onboarding Specialist

    1 day ago

    Coral Gables, Florida, United States Bradesco Bank Full time

    Job Summary:As a key member of the Bradesco Bank team, the Family Office Client Onboarding Analyst will play a crucial role in servicing the Family Office concerning client acquisition, front office support, and account services for both Bank and Investment accounts.Primary Responsibilities:The successful candidate will be responsible for:Assisting in the...

  • Compliance Officer

    55 minutes ago

    Coral Gables, Florida, United States Amerant Bank Full time

    Job SummaryAmerant Bank is seeking a highly skilled Compliance Officer to join our team. As a Compliance Officer, you will be responsible for ensuring that our mortgage lending operations are in compliance with all relevant laws and regulations.Key ResponsibilitiesCompliance Support: Provide day-to-day compliance support to our lending product and...

  • Senior Commercial Credit Officer

    2 weeks ago

    Coral Gables, Florida, United States TD Bank Group Full time

    Work Location: United States of America Hours: 40 Compensation Details: $110,760 - $166,400 USD TD is dedicated to ensuring fair and equitable compensation opportunities for all employees. The salary range for this position considers various factors that influence compensation decisions. The actual base pay offered may differ based on the candidate's skills,...

  • Health, Safety, and Environmental Officer

    1 week ago

    Coral Gables, Florida, United States InsideHigherEd Full time

    Job SummaryWe are seeking a highly skilled and experienced Health, Safety, and Environmental Officer to join our team at InsideHigherEd. The successful candidate will be responsible for overseeing the management of the Physical Environment program, ensuring a safe environment for patients, visitors, and personnel.Key ResponsibilitiesDevelop, implement, and...

  • Administrative Operations Manager

    5 days ago

    Coral Gables, Florida, United States University of Miami Full time

    Job SummaryThe University of Miami seeks a highly skilled Business Operations Manager to join its team. This is a full-time staff position that will report to the Executive Director of IPS.Key ResponsibilitiesOperationsDirect, coordinate, and manage the activities and day-to-day administrative functions of the Office of Interdisciplinary and Professional...

  • Business Operations Manager

    5 days ago

    Coral Gables, Florida, United States University of Miami Full time

    Job SummaryThe University of Miami seeks a highly skilled Business Operations Manager to join its team. This is a full-time staff position that will report to the Executive Director of IPS.Key ResponsibilitiesOperationsDirect, coordinate, and manage the activities and day-to-day administrative functions of the Office of Interdisciplinary and Professional...

  • Manager of Administrative Operations

    2 weeks ago

    Coral Gables, Florida, United States University of Miami Full time

    Business Operations ManagerThe University of Miami is seeking a dedicated individual to oversee the administrative functions within the Office of Interdisciplinary and Professional Studies. This role is pivotal in planning, executing, and managing various business operations, including finance, budgeting, personnel management, and facility oversight. The...