Administrative Operations Manager

2 months ago

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

The 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 Responsibilities
  • Operations
    • Direct, coordinate, and manage the activities and day-to-day administrative functions of the Office of Interdisciplinary and Professional Studies within the College of Arts and Sciences.
    • Develop and implement internal procedures to facilitate effective flow of transactions between the IPS Office and Program Directors and their programs.
    • Review office practices and implement recommendations for improvement where possible, especially to take advantage of new technology, training, and administrative systems.
    • Serve as a resource person for university and college policies and procedures.
    • Recommend and implement new policies and procedures regarding the efficient operation of the IPS office, and teaching/research support activities.
    • Ensure compliance with the IPS Office, College and university policies and procedures.
  • Fiscal
    • Work with the program directors, IPS Executive Director, and the CAS finance team on the development of annual budgets including but not limited to operating budgets, designated accounts, and grant activity.
    • Direct, implement, coordinate, plan, and evaluate, the business operations for the IPS Office which may include managerial reporting, budget support, capital planning, and process improvement.
    • Develop and ensure adherence to departmental annual budgets, in accordance with university guidelines and policies.
    • Monitor contractual obligations and ensure consistency with budget, goals, and programmatic initiatives.
    • Identify problems and opportunities, prepare financial summaries for the chairs on a quarterly basis and make recommendations as appropriate.
    • Assist in developing short and long-term operational plans for the IPS Office including projecting possible levels of support from multiple sources of funding.
    • Participate in financial analysis and planning including monitoring and reporting on monthly budget variances and opportunities to improve performance.
    • Create, review, facilitate, and submit all purchases and reimbursements for the IPS Office.
    • Responsible for negotiating vendor pricing and services and makes purchase decisions.
    • Oversee the review, approval, and reporting of all revenues and expenditures.
    • Review and approve financial transactions.
    • Evaluate existing internal controls and approval processes, makes recommendations on how to improve fiscal integrity and operational efficiency.
  • Personnel
    • Supervise student assistants, i.e., monitors attendance, performance, and workflow.
    • Establish priorities and ensures that tasks are assigned to appropriate individuals.
    • Coordinate all personnel actions and paperwork for the IPS Office.
    • Responsible for on-line approvals of payroll papers for the IPS Office and IPS programs as appropriate.
    • Identify problems and inform IPS Executive Director of major problems that require his/her action or funding from outside the IPS Office.
  • Executive Director
    • Assist the Executive Director with faculty re/appointment of lecturers and hiring of new faculty.
    • Oversee and ensure that all procedures are followed in a timely manner and that paperwork is submitted correctly.
    • Assist the IPS Executive Director and program directors with the faculty recruitment process for interdisciplinary faculty searches.
    • Ensure compliance with College and University policies regarding searches (affirmative action, dean's office, etc.).
    • Maintain appropriate back-up and documents.
    • Provide administrative support for meetings of the faculty and program directors as needed.
    Requirements
    • Bachelor's degree in relevant field
    • Minimum 3 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 direct, manage, implement, and evaluate department operations
    • Ability to effectively plan, delegate and/or supervise the work of others
    • Proficiency in computer software (i.e., Microsoft Office)

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