Office Manager

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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.

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