AMVETS Jobs

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Position summary:The Office Manager provides administrative and operational service excellence and ensures an effective and efficient workflow that adheres to university standards, policy and compliance. This position serves as liaison between the department chairperson, academic director, faculty, staff, MHBS and university administrative offices, students, parents and the general university community.Position contributions: Core contributions:• Plans and manages administrative activities such as reception, telephone, mail, fax, copying equipment, and the purchasing, receiving, and storing of office supplies. Engages in office management responsibilities including planning, evaluating, organizing, integrating and controlling. Responsible for departmental petty cash fund, P-Card purchases, and input of payroll processing.• Coordinates, analyzes and recommends changes of administrative activities and procedures which may include personnel, budget preparation and record maintenance.• Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate. Initiates appropriate follow-up/action when necessary. Coordinates all personnel actions and paperwork for the department.• Maintains appropriate files and documents; handles correspondence.• Ensures compliance with University policies regarding searches (affirmative action, dean’s office, etc.).• Ensures department budgets are in compliance with University and/or federal agency 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.• Supervises at least 1 full time equivalent employee or supervises 3 part -time employees/temporary/ students. Assigns, schedules, trains, disciplines, evaluates performance, makes pay recommendations and resolves employee issues.• Negotiates the purchase of office supplies and equipment and oversees receiving and shipping units for office departments.• Ensures that technical / research personnel are informed of and comply with University fiscal and personnel policies and procedures. Serves as the departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained.• May assist with grant proposals and preparation of cost projections. May assist with faculty recruitment, reappointment, promotion and tenure process.• Coordinates special projects and events on ad hoc basis as assigned.Departmental specific contributions:

• Greets all guests. Manages operational functions for the department including but not limited to the following:

○ administrative support for the department chair○ faculty recruitment○ appointment and promotion process○ travel arrangements and all relevant business processes○ department budget including faculty payroll○ department course offerings○ graduate faculty nomination and appointment process○ department Majors files, including honors day recipient and department honors○ coordinates department seminar series○ teaching evaluations for faculty coordination of faculty candidate visits and reimbursement processes associated with such visits○ coordination and scheduling courses for the academic year○ maintain faculty personnel files, maintain information relating to faculty activities (publications, teaching evaluations, outside activities and overloads• Acts as liaison for Department and other University offices. Conducts departmental surveys.• Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate. Initiates appropriate follow-up/action when necessary.• Provides administrative support to an academic teaching department by providing reception services, scheduling appointments, meetings, and travel, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.• Assists faculty by answering questions and providing information, locating desired information and materials, typing, collating, or otherwise assisting in test preparation, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.• Organizes and conducts departmental events, as directed, by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.• Prepare reports including, faculty teaching load report; annual statistical reports for various profession economic organizations. Prepares special or one-time reports, summaries, or replies to inquiries.• Coordinates advising and registration of undergraduate department majors.• May assist with the collection of credentials and other required material during searches and/or collect scholarship applications and admission applications to competitive admission programs.• Supports the administrative business functions of the department by maintaining detailed department class schedules, obtaining and processing textbook adoptions, creating brochures and newsletters, organizing the faculty evaluation process, communication of need to maintain and update the departmental website or databases, verifying and processing student and casual employee time records, scheduling the use of classrooms, department facilities, or meeting rooms, and helping to maintain the security of classrooms, labs, equipment, and records.• Hires, trains and supervises student employees. Partners with student HR partner to ensure student assignments commence and end accordingly and maintains accurate employment records. Handles student inquires and complaints.• Assists students by determining who can best provide information needed by the student, providing basic and initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and assigning advisors. Provides supervision of graduate assistants assignments and duties

• In collaboration with MHBS budget office, makes purchases decisions on behalf the department and maintains an inventory of supplies. Monitors departmental expenditures to ensure adherence and alignment with approved budget. Ensures expenditures are appropriately processed. Initiate journal entries for department and transactional research as needed with Budget Office. Ensure vendors' timely recognition of expenses and encumbrances.• May assist with grant proposals and preparation of cost projections.• Maintains and updates department financial databases. Assists the department chair with the preparation and maintenance of the annual budgets. Analyses and monitors accounts using the FRS, RDS, and DMAS systems. Responsible for expenditure control. Supervises all purchases and reimbursements for the department.• Manages internal and external relations with various constituencies (faculty, staff, students, and the university campus-wide. Prioritizes and composes responses as appropriate. Coordinate the preparation of correspondence with faculty in other departments, and Graduate and Undergraduate programs, the Dean, University committees, and other University officials.• Responsible for accuracy, timeliness and compliance with departmental, college, and university, policies and procedures. Helps maintain standard operating procedures for the office. Monthly budget management, reconciliation, including review of revenues and expenses, computation of accounting variances and liaison work with the MHBS budget officer.

Knowledge, Skills, and Abilities:• Acts as an individual contributor using independent discretion and judgment.• Excellent time management skills in a fast-paced dynamic environment with competing priorities, ability to multi-task, meet deadlines and conduct him/ herself in a professional manner.• Requires exceptional organizational and managerial skill with strong capability of working independently; making decisions on departmental issues in the absence of the Chair.• Ability to exercise independent judgment, diplomacy and confidentiality in daily activities. Ability to work with highly confidential and sensitive issues such as salaries, evaluations, and student or faculty issues.• Superior communication and presentation skills, both verbal and written.• Excellent organizational, administrative and interpersonal skills with strong attention to detail.• Knowledge of routine office practices and procedures.• Knowledge of/expertise in Microsoft Office Suite; experience with Blackboard helpful

Education:

B achelor’s degree preferred

Experience:Minimum 5 years of relevant experience

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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

H7

The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation.

The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.

The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.

Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.

The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.

Transforming lives

With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.