Manager, Administrative Operations

University of Miami Miller School of Medicine•Coral Gables, FL

40d•Hybrid

About The Position

The Office of the Vice Provost for Research & Scholarship has a great job opportunity for an Administrative Manager reporting to the Vice Provost for Research & Scholarship to work at the University of Miami. The Administrative Manager leads the broad scope of executive level administrative support activities, communications, and special projects for the Vice Provost for Research and Scholarship (VPRS). Responsible for executive support, schedule management, travel arrangements, information preparation, communications, and event and special project management. The role requires excellent organization, prioritization, coordination, and communication skills, and the ability to deliver high quality work, show good judgement, and apply initiative.

Requirements

Bachelor's degree preferred.
Minimum 6 years of relevant experience. Minimum 10 years of relevant experience preferred.
Ability to work independently in a busy environment that will involve prioritization of tasks, decision making, and planning.
Excellent administration, communication, and organizational skills.
General knowledge of office procedures and operations.
Ability to accurately prepare and maintain records, files, reports, and correspondence.
Ability to communicate effectively in both oral and written form.
Ability to process and handle confidential information with discretion.
Skill in completing assignments accurately and with attention to detail.
Proficiency in computer software (i.e., Microsoft Office).
Ability to interprets and adapt guidelines, including unwritten policies, precedents, and practices.
Ability to perform work without specific instruction or prescribed procedures.

Responsibilities

Manages VPRS's calendar and approves/declines meeting requests on behalf of the VPRS to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
Prioritizes meetings for VPRS to include the rescheduling and/or cancellation of other high-level meetings.
Manages VPRS's travel arrangements and budget, ensuring appropriateness and thoroughness of arrangements.
Independently creates memos, reports, presentations, timelines, and documents for distribution to members of various departments or meetings on behalf of the VPRS.
Ensures VPRS is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
Prepares support materials for meetings, including agendas, list of participants, background documents, and follows up on directives.
Collaborates with administrative department heads to prepare presentations and provide background research for various meetings and projects.
Composes and prepares confidential correspondence and other documents required by the Vice Provost; follows-up on all correspondence that requires answers, responses, and written replies.
Reviews outgoing correspondence for VPRS approval and alert writers to any conflicts or departures from policies or the supervisor's viewpoint.
Contacts or responds to contacts from high-ranking individuals inside or outside the institution.
Uses independent judgement to respond on behalf of the VPRS, ensuring the confidential handling of information, correspondence, and communications, including incoming, outgoing, and electronic communications on behalf of VPRS.
Responsible for alerting and briefing the supervisor on emerging issues, initiatives, and projects, and provides status reports on an ad hoc basis.
Completes and/or submits various University forms, including expense reports, requisitions, purchase orders, and work orders.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Manages executive communications needs for the Vice Provost, including (but not limited to): Researching topics for presentations, public statements, speeches, and talking points. Drafting communications on a variety of topics, ranging from division priorities and vision to crisis communications, for internal and external audiences. Creating communications in the Vice Provost's voice. Developing presentation materials.
Manages, in collaboration with the OVPRS Research Development & Education unit, the Vice Provost for Research and Scholarship (OVPRS)'s social media activity, website presence and updates, and externally facing marketing materials.
In collaboration with the OVPRS Research Development & Education unit, manages, compiles, drafts, and distributes electronic newsletters and mass emails for the OVPRS.
Compiles, distributes, and tracks reports, brochures, invitations, and other communications to support stakeholder engagement.
Maintains all distribution and email lists for the organization.
Prioritizes and manages multiple projects and/or special assignments championed by the VPRS.
Leads the planning of annual or ad-hoc special events.
Coordinates visits/meetings by arranging guest travel and accommodations as necessary, directing logistical communications, scheduling meetings, generating agendas, and managing peripheral details.
Sets up and coordinates logistics for events, conferences, and site visits.
Supports, creates, develops, and assembles event, meeting, and conference materials.