Manager, Business Operations

University of Miami•Coral Gables, FL

About The Position

Oversees, coordinates, and manages the business and administrative operations of the Toppel Career Center, including budgeting, finance, facilities, and office management. Provides strategic and operational support to the Associate Dean and Executive Director by managing financial planning, monitoring departmental performance, and implementing process improvements to enhance efficiency and effectiveness. Serves as a key liaison with university departments on matters related to purchasing, contracts, and facilities. Ensures compliance with university policies and supports the successful execution of departmental programs and events. Handles multiple projects simultaneously in a fast-paced, confidential environment.

Requirements

Knowledge of routine office practices and procedures
Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
Knowledge of Microsoft Office (Word, Excel, PowerPoint)
Solid relationship-building skills, able to interface with internal and external clients at all levels
Excellent interpersonal communication skills
Excellent written and verbal communication
Ability to enter and verify information with accuracy and a reasonable rate of speed
Ability to understand and follow oral and written instructions
Five (5) years of related experience
Equivalent combinations of education/experience may be considered

Nice To Haves

Knowledge of Workday preferred

Responsibilities

Manage, implement, coordinate, plan, and evaluate the business operations for the department, which may include statistical, performance, and managerial reporting, budget support, capital planning, and process improvement
Develop and ensure adherence to the department’s annual budget by university guidelines and policies.
Participate in financial analysis and planning, including monitoring and reporting on monthly budget variances and opportunities to improve performance
Oversee the review, approval, and reporting of all expenditures.
Review and approve financial transactions
Plan, organize, and oversee purchasing operations of the office
Analyze budget and monitor and authorize expenditures daily
Oversee and reconcile Workday expenses for the senior leadership team
Manage contract process in collaboration with respective internal and external stakeholders
Use Workday to generate reports for the Associate Dean, Executive Director, and Directors monthly
Meet with Directors monthly to discuss events and expenses related to events to ensure we stay within budget and make budget-conscious choices
Oversee the proper completion and submission of all purchase order requisitions, work orders, check requisitions, travel expense reports, and other purchasing documents
Manage accounts receivable process at Toppel, ensuring that all funds for Toppel services are collected on time
Investigate, analyze, and reconcile departmental accounts
Formulate and provide revisions to the department’s annual budget; generate justification letter for budget increases
Approve student assistant salary expenditures to ensure the office functions within budget
Oversee submission of student time sheets to ensure students are working within hours according to budget
Oversee the maintenance and upkeep of the Toppel building and all equipment, as well as the layout, arrangement, and housekeeping of office facilities
Serve as liaison to the various departments within Facilities, including Access Control, HVAC, Design, Environmental Health and Safety, Landscape Design, and ABM
Submit and troubleshoot work orders for any building maintenance and follow up as needed
Submit work orders to activate Cane ID to access the building and request alarm codes for new staff members
Create and manage support systems to ensure availability of cost-effective supplies, equipment, and management information
Evaluate existing internal controls and approval processes and make recommendations on how to improve fiscal integrity and operational efficiency
Establish and continuously assess the effectiveness of the internal controls within the unit and compliance with university policies and procedures; Ensure employees are trained on controls within the function and on university policy and procedures
Support supervisors with the department hiring process, including processing all the required documents with Human Resources through Workday
Responsible for hiring all student staff within Workday
Serve on a committee to plan and implement Toppel Student Training in the Fall and Spring Semesters
Manage the calendar for the Associate Dean and Executive Director
Provide support to the Associate Dean and Executive Director as needed
Coordinate set-up, swag bags, and catering needs for constituent meetings
Order office supplies and maintain a current inventory of supplies and giveaways within three storage/supply areas
Manage reservations for Toppel Loft and Conference Room
Oversee all Toppel calendars and email inboxes to ensure continuity and provide routine and general clerical support
Prepare financial forms (Internal Service Delivery (ISD) and reconcile expenses for travel cards and purchasing cards)
Assist with the vision and logistics of department events
Assist with ordering catering, decorating, and setting up for events
Complete other duties as assigned