Office Manager

Current Employees:

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The Department of Physiology & Biophysics is currently seeking a full time Office Manager. 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 Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.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.

Department Specific Functions

Office Management                

• Manages the day-to-day administrative function of the department. Evaluates departmental needs and prioritizes work appropriately to ensure objectives and deadlines are met.

• Assists the Faculty, Staff and Students with Workday Business Process Initiator transactions.

• Prepares departmental travel requests and reimbursements for employees, conferences and seminar speakers and makes travel accommodation for external seminar speakers.

• Manages customer service, accounts payable, purchasing, payroll and other associated university offices.

• Oversees space -facility needs for department including initiating, coordinating and submitting Facilities work orders, and UM-IT, EHS, telecommunications and Surplus needs.

• Maintains department space and equipment inventory.

• Manages department calendar - schedules and secures conference rooms for student classes, dissertations and faculty and research personnel general meetings. 

• Reviews departmental practices/procedures and makes recommendations for improvement.

• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.

• Attends all required meetings and training courses pertaining to WORKDAY, Purchasing, Accounts Payable, Disbursements, Effort Certification and Travel.

Fiscal Management              

• Assists with department financial objectives by assisting with the preparation of the budget, analyzing variances and initiating corrective actions, as necessary.

• Prepares fund and cost transfers to allocate funds and expenses to the respective accounts as needed and at fiscal-year end.

• Assists with Payroll Accounting Adjustments and assists with the Employee Effort Certification process.

• Analyses, reconciles and monitors department purchasing card and department Operating accounts using UM’s Workday accounting system. (we no longer have a PCard)

• Responsible for accuracy, timeliness, and compliance with departmental, school, and university policies and procedures.

• Responsible for negotiating vendor pricing and services and making purchase decisions of office supplies and maintaining inventory.

Personnel Support               

• Primary liaison with Human Resources representative to ensure the timely processing of all new hires, terminations, promotions, position changes and employee leaves for departmental staff. 

• Coordinates all personnel actions and paperwork for the department.

• Manages employee records, monitors key control and access card records for staff, faculty and students.

• Initiates the process of J-1 and HIB visa requests and extensions for foreign employees and students.

• Identifies problems and informs the department Sr. Administrative Officer of major problems that require his/her action.

Administrative Support       

• Provides administrative support to the department Sr. Administrative Officer, assisting with confidential matters regarding faculty, staff and students.

• Assists the Executive Assistant with the annual faculty reappointment, promotion, tenure process and faculty recruitment process, if needed.

• Coordinates, analyzes, and recommends changes in the administrative activities and procedures which may include personnel, budget preparation, and record maintenance and drafts changes as needed.

Other duties as assigned       

• This position will provide support and serve as backup coverage for the Executive Assistant.

• Participates in special assignments/projects as directed and performs other duties as assigned.

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.

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 - 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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