Office Manager

Current Employees:

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The Department of Cell and Systems Biology is currently seeking a full-time Office Manager to work on-site in Miami, FL.

CORE JOB SUMMARY

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.

CORE JOB FUNCTIONS

1. Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions.

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 Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

3. Maintains office efficiency by planning and implementing office systems, layouts, and equipment

procurement.

4. Develops and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.

5. Completes operational requirements by scheduling and assigning employees; follows up on work results.

6. Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.

7. 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.

8. Achieves financial objectives by assisting with the preparation of the budget, scheduling expenditures, analyzing variances and initiating corrective actions, as necessary.

9. 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.

CORE QUALIFICATIONS

Education:

High School Diploma or equivalent/relevant experience, certification or license

Experience:

Minimum 5 years of relevant experience required

Knowledge, Skills and Abilities:

- 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.

Department Addendum

DEPARTMENT SPECIFIC JOB SUMMARY

The Office Manager oversees the day-to-day administrative, fiscal, personnel, and operational activities of the department. This position provides comprehensive administrative support to faculty, staff, students, and department leadership while ensuring efficient office operations and compliance with university policies and procedures. The Office Manager serves as a key liaison with Human Resources, Finance, Purchasing, Accounts Payable, Facilities, UM-IT, and other university offices and provides backup support to the Sr. Administrative Officer. This role requires strong organizational, communication, multitasking, and problem-solving skills.

DEPARTMENT SPECIFIC JOB FUNCTIONS

Office Management

• Manage the department's daily administrative operations and prioritize activities to ensure departmental objectives and deadlines are met.
• Provide assistance to faculty, staff, and students with Workday business process transactions.
• Coordinate departmental travel requests, reimbursements, and travel arrangements for employees, conference participants, and external seminar speakers.
• Serve as a liaison with university offices, including Accounts Payable, Purchasing, Payroll, Disbursements, Facilities, UM-IT, Environmental Health and Safety, Surplus and Telecommunications.
• Coordinate departmental space and facility needs, including initiating and tracking work orders and service requests.
• Maintain accurate records of departmental space, equipment, and inventory.
• Manage the department calendar and coordinate conference rooms for classes, dissertations, faculty meetings, research meetings, and other departmental activities.
• Provide professional telephone and reception support, including answering routine inquiries and directing calls to appropriate personnel.
• Participate in required university training and meetings related to Workday, purchasing, accounts payable, disbursements, effort certification, and travel.
• Review administrative practices and procedures and recommend improvements to increase efficiency and effectiveness.

Fiscal Management

• Assist with departmental budget preparation, monitor expenditure on operating accounts, analyze budget variances, and support corrective actions as needed.
• Prepare cost transfers and other financial transactions to ensure expenses are properly allocated to the appropriate accounts.
• Prepare payroll accounting adjustments and assist with the employee effort certification process.
• Monitor, analyze, and reconcile departmental purchasing card and operating accounts using the university's Workday financial system.
• Coordinate with vendors, negotiate pricing and services when appropriate, and make purchasing decisions for office supplies and services.
• Maintain appropriate inventory levels and ensure timely procurement of office supplies and equipment.
• Ensure financial transactions are accurate, timely, properly documented, and compliant with departmental, school, and university policies and procedures.

Personnel Support

• Serve as the primary liaison with Human Resources for departmental personnel matters, including new hires, terminations, promotions, position changes, and employee leaves.
• Coordinate personnel actions and maintain required documentation and employee records.
• Monitor departmental keys control and access card records for faculty, staff, and students.
• Initiate J-1 visa requests and assist with H-1B visa requests and extensions for eligible foreign employees and students.
• Identify significant personnel or administrative issues and escalate them to the Senior Administrative Officer as appropriate.
• Support employee onboarding and provide general administrative assistance to faculty, staff, and students.

Administrative Support

• Provide administrative support to the Sr. Administrative Officer, including assistance with confidential matters involving faculty, staff, and students.
• Coordinate and evaluate administrative activities and procedures and recommend improvements related to personnel, budgeting, records management, and departmental operations.

• Manage calendars, meetings, appointments, and schedules.
• Maintain organized and confidential files, records, and documentation.
• Process invoices, expenses, purchasing documents, and other administrative paperwork.
• Coordinate office maintenance, facilities, equipment, and vendor services.
• Support departmental leadership with special projects and administrative initiatives.
• Ensure departmental policies, procedures, and university requirements are consistently followed.

Other Duties

• Provide backup coverage and administrative support for the Executive Assistant if needed.
• Participate in special assignments and projects as directed.
• Perform other related duties as assigned.

DEPARTMENT PREFERRED QUALIFICATIONS

Education:

Bachelor’s degree in relevant field required

Experience:

• Minimum 5 years of relevant experience

Knowledge, Skills and Abilities:

• 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 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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