Manager, Administrative Operations (A)

University of Miami•Coral Gables, FL

15d•Onsite

About The Position

The Administrative Operations Manager assists the Associate Vice President & Chief Investment Officer and Treasurer and the Deputy Chief Investment Officer & Assistant Treasurer in all aspects of departments’ scope of work including tracking issues and deadlines, providing quality control over all correspondence and reports issued by the department, processing transactions and manage communication with banking partners. In addition, the Administrative Operations Manager is knowledgeable about all related policies and procedures and makes sure that appropriate reporting is maintained, and proper procedures are followed. Establish and maintain strong working relationships with all levels of constituents both internal and external to the University of Miami which requires a high level of diplomacy, discretions, and confidentiality. The Administrative Operations Manager assists in the preparation of new operating procedures as required, updates existing procedures, and trains departmental personnel in the required execution of university operational procedures. In addition, the Administrative Operations Manager is responsible for the daily operations of Investments & Treasury which include: Make travel arrangements, prepare itineraries, compile travel documents and maintain all travel records to reconcile Travel card and process reimbursements for the senior leadership and/or subordinates. Lead the broad scope of executive support-related activities and/or special projects for top-level leadership and the functional area(s) to facilitate the efficient operations of the office and function. Manage and maintain the senior leadership schedule including but not limited to calendaring large & complex meetings with external and internal stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff Serve as the main point of contact for the senior leadership’s office, handle a wide variety of complex, sensitive, and highly visible issues, which are often confidential in nature Serve as Workday liaison for various areas in Investments & Treasury Reconciles and process monthly PCard statements through Workday. Oversee and process, purchase orders balances, outstanding invoices, check requisitions, P-Card purchases and interdepartmental requisitions. Deposits checks on a timely manner Mains electronic filing system of business documentation, records, and reports. Manage and recommend actions to be taken on office expenditures such as equipment, office stationery, and office supplies. Responsible for all event planning coordination, execution; planning, logistics, and coordinating content. Including providing technical assistance. Responsible for “new employee orientation” at the department level and coordinates with HR on the onboarding of all Investments & Treasury employees. Responsible for the Computer Lifecycle management Program for the department. The CLMP provides a service to replace the primary assets of eligible employees and those assets found in general-purpose labs that are older than 4 years of age. Work on specific projects as assigned; some require attending training classes either in person or online. Manages access control for Investments & Treasury staff. Updates and maintains content on the Investments and Treasury website to ensure information remains accurate and current.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 5 years of relevant experience required
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.

Responsibilities

Assist the Associate Vice President & Chief Investment Officer and Treasurer and the Deputy Chief Investment Officer & Assistant Treasurer in all aspects of departments’ scope of work including tracking issues and deadlines, providing quality control over all correspondence and reports issued by the department, processing transactions and manage communication with banking partners.
Assist in the preparation of new operating procedures as required, updates existing procedures, and trains departmental personnel in the required execution of university operational procedures.
Make travel arrangements, prepare itineraries, compile travel documents and maintain all travel records to reconcile Travel card and process reimbursements for the senior leadership and/or subordinates.
Lead the broad scope of executive support-related activities and/or special projects for top-level leadership and the functional area(s) to facilitate the efficient operations of the office and function.
Manage and maintain the senior leadership schedule including but not limited to calendaring large & complex meetings with external and internal stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff
Serve as the main point of contact for the senior leadership’s office, handle a wide variety of complex, sensitive, and highly visible issues, which are often confidential in nature
Serve as Workday liaison for various areas in Investments & Treasury
Reconciles and process monthly PCard statements through Workday.
Oversee and process, purchase orders balances, outstanding invoices, check requisitions, P-Card purchases and interdepartmental requisitions.
Deposits checks on a timely manner
Maintains electronic filing system of business documentation, records, and reports.
Manage and recommend actions to be taken on office expenditures such as equipment, office stationery, and office supplies.
Responsible for all event planning coordination, execution; planning, logistics, and coordinating content. Including providing technical assistance.
Responsible for “new employee orientation” at the department level and coordinates with HR on the onboarding of all Investments & Treasury employees.
Responsible for the Computer Lifecycle management Program for the department.
Work on specific projects as assigned; some require attending training classes either in person or online.
Manages access control for Investments & Treasury staff.
Updates and maintains content on the Investments and Treasury website to ensure information remains accurate and current.