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Office Manager

2 months ago

Coral Gables, Florida, United States The University of Miami Full time
Job Summary

The University of Miami seeks a highly skilled and experienced Office Manager to oversee departmental operations and ensure effective and efficient workflow. This is a full-time position that requires a minimum of 5 years of relevant experience.

Key Responsibilities
  • Plan and manage office service activities, including reception, telephone, mail, fax, copying equipment, and the purchasing, receiving, and storing of office supplies.
  • Engage in office management responsibilities, including planning, evaluating, organizing, integrating, and controlling.
  • Assign, schedule, train, discipline, evaluate performance, make pay recommendations, and resolve employee issues.
  • Coordinate, analyze, and recommend changes to administrative activities and procedures, including personnel, budget preparation, and record maintenance.
  • Identify problems and opportunities, prepare status summaries for supervisors, and make recommendations as appropriate.
  • Initiate appropriate follow-up/action when necessary.
  • Ensure department budgets are in compliance with UM guidelines.
  • Check that externally funded accounts (federal, state, other) comply with the requirements of the awards (e.g., federal agency guidelines).
  • Ensure that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget, and work with supervisors to identify alternative sources and/or to request funds.
  • Assist with grant proposals, prepare cost projections, and handle post-award grant management, including reconciliation and reporting to the agency.
  • Negotiate the purchase of office supplies and equipment and oversee receiving and shipping units for office departments.
  • Coordinate all personnel actions and paperwork for the department.
  • Ensure compliance with University policies regarding searches (affirmative action, dean's office, etc.); maintain appropriate files and documents; handle correspondence.
  • Coordinate meetings, compile files, and prepare confidential correspondence.
  • Ensure that technical/research personnel are informed of and comply with UM fiscal and personnel policies and procedures.
  • Serve as the departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained.
  • Coordinate special projects and events on an ad-hoc basis as assigned.
  • Responsible for departmental petty cash fund, P-Card purchases, and input of PEF/payroll papers.
  • Initiate reports/correspondence, internally & outside UM, on behalf of supervisors.
  • Assist with confidential matters.
Requirements
  • Bachelor's degree in a related field.
  • Minimum 5 years of relevant experience.
  • 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).
Equal Opportunity Employer

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply.