Office Manager

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The University of Miami/UHealth, Department of Pediatrics, has an exciting opportunity for a full time Office Manager to work in Miami, FL.

The person in this role provides high-level administrative and operational support to the Chair’s Office by managing daily office functions, coordinating communications, maintaining records, scheduling meetings and travel, processing expenses, and supporting faculty recruitment activities. This position ensures efficient office operations, timely completion of administrative priorities, and effective communication with internal and external stakeholders. The role requires strong organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Core responsibilities:

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• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.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

Department Specific Functions:

• Responsible for managing the Chair’s Office by ensuring office operations and procedures are organized, correspondence is controlled, filing systems are designed, and an efficient system is implemented for staff to access files and records.

• Oversee and carry out various day-to-day departmental office functions to ensure the timely completion of administrative priorities.

• Handle multiple projects, prioritize tasks, and track deadlines in a busy, high-traffic environment while working independently and as part of a team.

• Assist with general office work, including answering and directing incoming telephone calls and emails to the appropriate staff; typing, printing, and preparing correspondence and reports; ordering and organizing office and kitchen supplies; maintaining and scheduling meetings and calendars on behalf of the Chair and SAO; photocopying documents; and screening and distributing mail.

• Provide administrative assistance, such as writing and editing emails, drafting memos and letters, preparing meeting minutes, and preparing communications on behalf of the Chair and SAO.

• Schedule and book travel accommodation for the Chair’s Office visits, including flights and lodging; coordinate ground transportation reservations; and create itineraries.

• Collect receipts and documentation for a variety of events and expenses, including conference fees, licensing fees, meals, and transportation, for the purpose of processing expense reports on behalf of the Chair’s Office; review, reconcile, and track approvals.

• Keep management informed by reviewing and analyzing expense reports, purchases, and expenses; summarizing information; and identifying trends to support timely business processes.

• Demonstrate a high degree of professionalism when working with diverse groups of people, including senior executives, staff, school leaders, and community leaders.

• Respond with an appropriate level of urgency to situations and events that require quick action, ensuring appropriate follow-up and escalation.

• Reconcile expenses related to corporate card accounts.

• Support the faculty recruitment process.

• Identify opportunities to improve office processes, communication flow, and administrative 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:

• High school diploma. Bachelor’s degree preferred.
• Minimum 5 years of relevant experience required.
• Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness.
• Organizational Development: Ability to implement strategies to improve organizational effectiveness, engagement, and manage change.
• Financial Oversight: Knowledge of financial operations and management.
• Team Leadership: Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively.
• 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).

Any relevant education, certifications and/or work experience may be considered.

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.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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