Office Manager, Wellness and Recreation

University of Miami•Coral Gables, FL

18d•Onsite

About The Position

The Office Manager assists with the various business operations functions within the Department of Wellness & Recreation. This position reports to the Sr. Manager, Business Operations.

Requirements

Possess a high degree of knowledge in the areas of accounting, budgeting, purchasing, and payroll.
Knowledge of University systems preferred (Workday, Innosoft Fusion, Connect2).
Bachelor’s degree in Accounting or Finance or business related field.
At least one year of professional experience required.

Nice To Haves

Knowledge of University systems (Workday, Innosoft Fusion, Connect2).

Responsibilities

Act as the buyer for the department, adhering to purchasing policies, facilitating the vendor application process, placing orders, and following up on delivery. Ensure invoices are paid. Monitor the transactions of all departmental purchasing cards. Complete expense reports for reimbursements to employees and students.
Reconcile daily credit card deposits for Herbert Wellness Center and Outdoor Adventure Center (average $4,000 - $6,000 a day). Investigate any discrepancies. Prepare journal entries for credit card transactions and online renewals. Resolve credit card chargebacks. Prepare and process recurring billing. Prepare journals for transactions and Internal Service Deliveries. Maintain payroll deduction and SHAPE UP files uploaded to Workday on a biweekly and monthly basis. Process payroll deduction cards and reconcile monthly.
Enforce PCI compliance and Internal Audit policies by monitoring/reviewing sales transactions ($2.1 million.) Develop and enforce auditing procedures for business operations. Update and maintain the product catalog in Fusion software to include proper classification for accurate reporting.
Manage the Pro Shop ($45,000 annual sales) including product selection, identifying cost-effective suppliers, setting prices (profit margin), maintaining strict inventory controls, and performing weekly inventory audits.
Coordinate with Wellness Professional Staff to maintain inventory of equipment and consumable supplies through the inventory module in Connect2 software.
Coordinate annual and recurrent student employee events including appreciation events, annual holiday party, award luncheon, new student employee training/orientation, PCI compliance, active shooter, and CPR.
Maintain office supplies and monitor the supply room. Monitor supplies and coordinate repairs to multi-functional devices.
Facilitate Love Brick orders with vendors on behalf of donors. Process donation transmittal forms for University Advancement.
Assist Executive Director with coordinating Department of Wellness and Recreation meetings and functions including departmental staff meetings, student employee advisory board and DWR Advisory Board meetings.
Serve as department liaison with Student Affairs IT and UMIT to ensure telecom and computer issues are resolved in a timely manner.
Assist Senior Manager, Business Operations with HR requisitions for new full-time hires and temporary employees. Create activity pay for employee overloads and graduate students. Assist in the hiring of student employees by processing Workday tasks including cost allocations, I-9’s, payroll accounting adjustments, and other employment and payroll related tasks. The department hires approximately 500 student employees during the academic year with an annual budget of $1 million.
Complete other assignments as required by Sr. Manager, Business Operations or Executive Director, Wellness and Recreation.